Lease Analyst

2 weeks ago

Mississauga, Canada Rexall Pharmacy Group ULC Full time

**Job Purpose**:
Reporting to the Senior Manager, Real Estate Services, the Lease Analyst is responsible for reviewing, recording, managing and presenting Lease information, ensuring that lease expenses are paid in accordance with the terms of the Lease, and for developing and maintaining relationships and effective communication with the company's landlords, municipalities, and internal partners.

**Job Dimensions**:

- DIRECT REPORTS: _N/A
- FINANCIAL: pays approximately $100M in occupancy costs each year_
- OTHER: _N/A

**Principal Responsibilities**:

- Maintain an accurate monthly rent roll by reviewing and processing all payment and vendor changes in a timely manner.
- Achieve occupancy cost savings goals through verification that landlord billings and municipal tax invoices are being charged in accordance with the lease.
- Track and follow-up on outstanding year-end adjustments.
- Assist in resolving occupancy costs disputes with landlords
- Review the legal and operational terms and provisions of lease and other real estate documentation affecting the Company's real estate assets
- Ensure integrity of data in ProLease lease administration database, and other files.
- Invoice landlords for Tenant Inducements, and track and collect payments in a timely manner.
- Develop and maintain strong working relationships with internal and external partners
- Ensure the complete and accurate filing (hardcopy and electronic) of all lease documents and billings.
- Co-ordinate store acquisition, opening, closing and relocation activities with respect to lease administration matters.
- Arrange set-up and disconnection of store utilities as well as maintain and distribute list of accounts.
- Lead insurance certificate process as the need arises by leases
- Prepare budgets and rental advice notices for all sub-tenants prior the beginning of each fiscal year.
- Collect all post-dated cheques from all sub-tenants and submit to Finance monthly.
- Track the AR for all sub-tenants and collect all outstanding unpaid rents.
- Reconcile all expenses for sub-leased sites, review with the Manager and forward to sub-tenants.
- Review and approval of all submitted consulting fees remitted for payment.
- Assist Manager in getting the sub-tenant Pro-lease feed active.
- Get all sub-tenants set up on PAD system for rents.
- Provide information to property assessors as required.
- Perform other duties as assigned to support Rexall Pharmacy Group ULC

**Knowledge, skills and experience**:

- 3 year College Diploma in Business or Legal Administration or a relevant field required; University level preferred
- Minimum 3 years’ experience in retail tenant lease administration role
- Strong lease interpretation skills.
- Excellent math skills and knowledge of basic accounting processes.
- Strong digital literacy including but not limited to Microsoft Outlook, Excel and Word
- Experience using lease administration database software. Knowledge of ProLease an asset.
- Strong work ethic and the ability to coordinate, prioritize, and complete multiple tasks under time sensitive deadlines
- Discretion in handling confidential matters.
- Proven tact and diplomacy when dealing with others.
- Self-starter with a desire to take on new challenges who works well independently and as a member of a team.
- Excellent communication skills both written and verbal.

**Context and Environment**:
The ability to perform in a fast paced and changing environment where the focus is on meeting various priorities, deadlines and demands in an organized, timely and prompt manner. Aspects of the job require a high degree of confidentiality and accuracy - attention to detail is paramount.

**Internal Communications**:

- Real Estate
- Construction and Design
- Operations
- Acquisitions
- Finance
- Business Development

**External Communications**:

- Landlords
- Subtenants
- Vendors (acquisitions)
- Lawyers
- Lease auditors
- Company auditors
- Property assessors
- Tax consultants
- Insurance companies

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