Senior Lease Administrator

Colliers International•WFH Ontario, ON

2d•CA$78,759 - CA$85,000•Hybrid

About The Position

The Senior Lease Administrator, Client Lead is responsible for managing Lease Administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the Lease Administration team. The focus within this role will be midsized to large accounts of high complexity and/or under a global account management structure. Serve as the main point of contact for clients and internal stakeholders regarding lease administration matters. Understand client business objectives, real estate portfolio strategy, and service expectations. Maintain thorough understanding of client agreements for assigned accounts including boundaries of scope of work, fee structure, billing frequency and payee information. Ensure this information has been correctly entered into and maintained as a client contract with WorkTrac. Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports. Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc. Track, maintain, and communicate all expirations, option exercise dates, and other critical information. Drive toward achieving a net promoter score representative of strong service delivery and client relationships. Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution. Oversee and ensure global team is delivering services per the client specific process and contract. Participate in presentations to new or existing clients for new business pitches. Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions. Prepare and lead with impactful communication and professional presence. General understanding of AI technology and openness to adapting to the evolution of technology. Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts. Provide final QC for abstraction process as may be required for assigned accounts. Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc. Confirm and approve monthly client billing. Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process. Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions. Prepare monthly rental payment schedules. Track A/R for assigned clients and escalate to appropriate parties. Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes. Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges. Review and validate Consumer Price Index adjustments as provided in legal documents. Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.

Requirements

At least 5 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields having worked in either (or both) the Landlord or Tenant sector.
Working experience with commercial real estate database applications such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan, or other portfolio management database systems.
Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure.
Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).
Must be effective and have successful track record of working independently, preferably remotely, and possess strong time management skills.
Applicants must be currently authorized to work in Canada on a full-time basis.
The employer will not sponsor applicants for work visas.

Nice To Haves

Associate or bachelor’s degree in business, accounting, real estate, or similar field preferred.
General understanding of AI technology and openness to adapting to the evolution of technology.
Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
Thorough knowledge of FASB / IFRS accounting rules and general accounting principles preferred.

Responsibilities

Manage Lease Administration functions and implementations.
Manage client and vendor relationships.
Centralize, establish, and produce schedules, reports, communication plans, and process flow for the Lease Administration team.
Serve as the main point of contact for clients and internal stakeholders regarding lease administration matters.
Understand client business objectives, real estate portfolio strategy, and service expectations.
Maintain thorough understanding of client agreements for assigned accounts including boundaries of scope of work, fee structure, billing frequency and payee information.
Ensure client contract information is correctly entered into and maintained in WorkTrac.
Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc.
Track, maintain, and communicate all expirations, option exercise dates, and other critical information.
Drive toward achieving a net promoter score representative of strong service delivery and client relationships.
Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution.
Oversee and ensure global team is delivering services per the client specific process and contract.
Participate in presentations to new or existing clients for new business pitches.
Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.
Prepare and lead with impactful communication and professional presence.
Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.
Provide final QC for abstraction process as may be required for assigned accounts.
Confirm and approve monthly client billing.
Ensure that all pass-through expenses are billed in accordance with contract and internal process.
Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
Prepare monthly rental payment schedules.
Track A/R for assigned clients and escalate to appropriate parties.
Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes.
Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges.
Review and validate Consumer Price Index adjustments as provided in legal documents.
Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.