Lease Documentation Coordinator

Cushman & Wakefield • Toronto, ON

2d • CA$72,250 - CA$85,000

About The Position

Responsible for the preparation, coordination, administration and execution of commercial lease documentation, using approved templates and standard forms, including agreements, proposals, new leases, renewals, amendments, assignments, consents, and other related documentation. The role also supports lease administration functions by ensuring lease information is accurately abstracted, maintained within lease administration systems, and administered throughout the lease lifecycle while working closely with Leasing, Property Management, Finance, Legal, and external stakeholders.

Requirements

• Possess a sound understanding of commercial lease documentation, lease administration processes, commercial real estate terminology and the commercial leasing industry in general
• Ability to work in fast paced environment
• Ability to effectively manage competing priorities
• High regard for quality, attention to detail and the ability to maintain confidentiality
• Proficiency in computer software such as Microsoft Office Suite, Adobe Acrobat etc.
• Demonstrated ability to review commercial lease provisions and accurately administer lease obligations throughout the lease lifecycle.
• Excellent time management ability
• Strong ability to multitask and prioritize tasks independently
• Excellent written and oral communication skills.
• Strong analytical, organizational, problem-solving, administrative coordination skills and critical thinking abilities.
• Candidates must have a minimum 5 years of relevant experience in commercial real estate, including experience supporting commercial leasing transactions and/or lease administration.

Nice To Haves

• Experience using lease administration/document management software (e.g., Yardi, SharePoint, or similar) is considered an asset.
• Previous experience as a Lease Administrator, Lease Documentation Specialist, Leasing Coordinator or Leasing/Legal Assistant is considered an asset.

Responsibilities

• Manage files in coordination with the leasing team, from the offer stage through to the execution of a final lease form.
• Prepare, draft, review, and coordinate commercial lease documentation, including leases, renewals, amendments, assignments, consents, notices, and other legal documents. Coordinate documentation with external legal counsel as required.
• Review approved Letters of Intent (LOIs), deal sheets, or proposals to ensure lease documentation accurately reflects approved business terms.
• Abstract lease agreements and accurately enter key lease information, financial terms, rent schedules, options, recoveries, and critical dates into the lease administration system.
• Ensure lease documentation is accurate, complete, consistent with approved templates, corporate policies, and executed within established service standards and timelines.
• Apply established documentation standards and approved business requirements when preparing lease documentation appropriate to the transaction.
• Identify inconsistencies, omissions and potential legal or commercial issues within lease documentation and coordinate appropriate revisions with internal stakeholders and legal counsel, as required.
• Maintain complete and accurate electronic lease files and lease administration records. Ensure all executed documentation, approvals, correspondence, lease abstracts, and supporting documentation are filed in accordance with corporate records management and audit requirements.
• Coordinate due diligence searches, together with review and summarization of results, including charges and encumbrances for internal review.
• Ensure all required filings of agreements, documents, reports, and transaction records are completed in accordance with brokerage regulations, company policies and legislative requirements.
• Follows established methods and procedures, empowered to determine priorities for completion of tasks.
• Select the methods or procedures to be used from several established alternatives.
• Collaborate with Leasing, Property Management, Finance, Legal, Asset Management, external legal counsel, tenant representatives, and other stakeholders to facilitate timely lease execution and ongoing lease administration.
• Track lease execution timelines and proactively follow up with stakeholders to ensure timely completion.
• Ensure fully executed lease documentation is distributed to all required internal departments and appropriately stored within document management systems.
• Prepare and maintain lease administration reports, critical date reports, lease status reports, documentation metrics, and other reporting as required.
• Assist with maintaining standardized lease documentation templates, administrative procedures, and process improvements.
• Provide information and administrative support to Leasing, Property Management, Finance and other business units regarding lease documentation standards and leasing administration procedures.
• Other duties as assigned.

Benefits

• The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
• The company will not pay less than minimum wage for this role.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed