Leasing Coordinator (Program Admin Officer 1-2)

The Government of Nova Scotia•HALIFAX, NS

3d•CA$54,935 - CA$78,777•Hybrid

About The Position

The Real Estate Section of Public Works is responsible for providing a variety of real estate services to other Government Departments, Boards, Agencies, and Commissions. These services include: Property services on a government-wide basis, including acquisition and space management, leasing of government Infrastructure Leasing and Facilities Planning needs; Real estate acquisition and disposal services, road investigations, appraisal, and survey services; Inventory, postal and stationery supply services, system furniture design and acquisition, inventory acquisition for new schools, disposal of all surplus furniture and equipment; Property management services for Crown properties and; 6 Industrial Water Utilities owned by the Province. The Leasing Coordinator is responsible for the coordination of all Real Estate related functions and programs within the Division. This position correlates a diverse and substantial portfolio of projects with a high level of complexity and a required understanding/application of related policies/guidelines. The Coordinator supports the planning and administration of related programs, actively researching, analyzing, and interpreting leasing materials, coordinating client needs and relationships with the Infrastructure Leasing and Facilities Planning team, responding to client needs, facility issues, and lease related requirements.

Requirements

Bachelor’s degree in a business-related field and 1 year of related lease administration experience; an equivalent combination of training and experience may be acceptable.
Decisive, demonstrate well-developed analytical/problem solving skills, detail oriented, and are a collaborative team player who establishes and maintains effective working relationships with key stakeholders and partners.
Strong communication skills (written and verbal) are essential to your success as you provide guidance, direction, and support to staff.
Use discretion in dealing with confidential and sensitive financial information.
Proficiency in Microsoft Office Suite is required.

Nice To Haves

A thorough knowledge and experience in lease administration and in legal processes related to leasing administration and coordination (preparation of leasing documents/budgets/forecasts/legal documents) would be an asset.
Knowledge of Leasing Management Systems, SAP Financial Accounting, and SAP budget Management are also assets for this position.
Experience with government programs, policies, and procedures, along with an extensive working knowledge of Acts including Housing Development Act, would be assets.

Responsibilities

Gathers, reviews, and interprets related information and resources for the preparation of complex legal documentation for commercial and industrial leasing transactions, including real estate agreements, affidavits, leases, notice of leases and assignments, property access licenses, utilities licenses, occupation licenses and agreements, tenancy agreements, memorandum of agreements, submissions to Executive Council, and correspondence. The incumbent analyses, collates, summarizes, and reproduces real estate files and legal documents, to be clearly conveyed to senior management.
Operates and administers a variety of technical systems/applications such as SAP, Property online, Leasing Management System, Mail Tracking System and MS Project to support and enable efficient operations within related divisional operations/programs. Participates in the development of program objectives, guidelines, and the implementation processes in line with government standards. Promotes initiatives and programs using current and emerging technology such as the Provincial Accommodations standards, budget summary sheets, internal client project delivery processes, and the share point portal.
Under direction of senior management, develops information materials for proposals, tenders, leasing logs, space utilization reports, budget reporting, how to guides, policy manuals, etc. related to divisional requirements and procedures for both public and internal use.
Monitors budgets and forecasts through timely and effective coordination and analysis of operating expenditures to produce financial reports. Monitors all costs through SAP reports to ensure funds are properly allocated to projects and the internal clients’ budgets are operating effectively and meeting target forecasts.
Provides technical lease and real estate expertise including, without limitation; working directly with internal/external clients, landlords, building owners, the general public, and service providers (such as trades, legal, consultants) on real estate transactions; account management for real estate operations, works Infrastructure Leasing and Facilities Planning transactions; independent preparation of comprehensive documents such as lease and facility space programs, request for proposals based on clients’ needs and leasing requirements.
Facilitates and operates the Infrastructure Leasing and Facilities Planning databases pertaining to leasing, facilities planning, rental revenues, record management for major leasing and renovation projects, with a focus on account management responsibilities.

Benefits

Defined Benefit Pension Plan
Health
Dental
Life Insurance
General illness
Short and Long Term Disability
Vacation
Employee and Family Assistance Programs
Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
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