Lease Coordinator

6 days ago

Mississauga, Canada Bayshore HealthCare Full time

Overview

The Lease Coordinator is responsible for completing day-to-day administrative aspects of lease transactions, including without limitation:

- Maintain and update Bayshore’s lease management system in accordance with corporate guidelines and procedures to ensure integrity for all users across the organization
- Prepare internal approvals for lease transaction
- Distribute notices and final lease agreements amongst Bayshore departments and landlords
- Request, cancel, and update property insurance certificates
- Work with Bayshore Site Managers, brokers and landlords’ representatives to schedule site tours
- Assist with periodic lease information audits, generate reports and rent rolls, and correct errors as needed
- Request, cancel, and update property insurance certificates annually
- Work with Bayshore Site Managers, brokers, and landlords’ representatives to schedule site tours and track the tenant's improvement list
- Inform Bayshore stakeholders about new potential sites
- Monitor tenant conditions with Bayshore Site Managers and request that Manager drafts applicable waiver
- Process Tenant Allowance invoices and follow up with the landlords regarding tenant allowance and security deposits;
- Provide administrative support for all finalized documentation, including distribution of documents, file maintenance and preparing and prepares internal Lease transactions approval forms;
- Update all electronic files as required and ensures files are organized and complete.
- Coordinate move-in and move-out processes with Bayshore Site Managers, IT and AP departments.
- Act with a sense of urgency when coordinating and processing all lease clause abstractions from finaldocumentation to electronic files;
- Work collaboratively with the Lease Transaction Manager to ensure seamless operation of the department;
- Respond professionally and promptly to all questions, inquiries from internals or external clients; and
- Projects and tasks as assigned.

**General**
- Adhere to Bayshore Policies and Procedures
- Maintain confidentiality of client and corporate information and discusses same only with appropriate Bayshore personnel
- Complete other Tasks as requested

Reporting Relationship

The Lease Coordinator will report to the Senior Manager, Commercial Lease Transactions

Job Qualification

**Education**

Certification in Business Administration/Real Estate, or a related field

Experience
- Must have 2-3 years commercial leasing experience
- Knowledge of lease structures and property management, related to commercial real estate
- Experience with MRI Pro Lease software is preferred
- Working knowledge of Windows, Excel, Word
- French language would be an asset

**Other SKILLS AND ABILITIES**
- Strong written and verbal communication skills and the ability to work collaboratively with internal teams, landlord, and third-party stakeholders; Exceptional organizational skills to manage multiple projects; exceptional customer service to maintain good relationships with landlords and their agents; an ability to work independently and as part of a team; ability to meet deadlines while maintaining an attention to detail; demonstrated track record of achievement in dealing with landlords and staff; Strong commitment to continuous learning.

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