Contract Administrator

6 days ago

Waterloo, Canada Accommod8u Full time

Purpose

Preparation, maintenance and administration of commercial leases for prospective and new tenants. This includes completion of management reports, budgets, year-end reconciliations, and property insurance renewals.

We are seeking a self-motivated Property Administrator who is a strong team player and is able to prioritize tasks and is eager to learn and grow within the role. There is considerable room for growth and development within the company if you are a hard worker and prove yourself.

Main Responsibilities & Activities:
**Tenant Lease Administration**:

- Run, check for accuracy and approve monthly rent billings in system.
- Read and analyze relevant sections of lease for lease Abstract that includes the different responsibilities for charges.
- Set up Tenant in system and provide lease abstract to Senior PM for setup activation. Update all relevant information.
- Prepare CAM/TMI letter advising tenants of rental amount and other standard notices in conjunction with accounting department.
- Advise Property Accountants of any adjustment to the tenants’ account.
- Update and maintain tenant insurance to ensure adequate coverage as per Lease
- Prepare, on request, Tenant Acknowledgements.
- Prepare Vacancy Possession Letter
- Assisting the Property Managers and Leasing team as required through the preparation of reports, forms, monthly payment letters, input for budgets etc
- Assisting with the set up of purchase orders in the CRM System and communicating the same to contractors and team members
- Liaising with contractors and trades on a day to day basis
- Maintaining systems, tenant records, tenant database for addresses and contacts.

**Property Administration**:

- Review to ensure lease terms are administered.
- Respond in a timely manner to tenant and landlord, inquiries relating to their account and tenancy.
- Perform regular AR reconciliations and maintain regular AR communications with Senior Property Manager.
- Ensure timely and correct property insurance. Forward all necessary information to the relevant insurance broker.
- Provide tenants with yearly reminders relating to tenant insurance.
- Prepare yearly Property Tax assessment information.
- Coordinates with the Commercial Property Management team to assist in resolving general issues
- Responsible for scheduling and facilitating maintenance with vendors and tenants
- Prepare correspondence and memos to tenants and vendors
- Establish and maintain positive relationships with internal and external tenants and vendors.
- Liaise between Property Management, Leasing, and Construction departments to ensure smooth transitions and flow of information.
- Draft and review various building and lease-related contracts, including service and parking agreements.
- Schedule and coordinate meetings and tenant events.
- Regular inspections of the commercial assets and tenant spaces.
- Take and organize meeting minutes as required.
- Other duties as required.

**Budgets**:

- Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
- Review to ensure lease terms are administered.
- Download budget once finalized and approved and prepare CAM/TMI statements for submission to tenants in coordination with accounting team.

**General Administration - As a team member**:

- Analyze, update and produce monthly Management Reports for each property in close cooperation with Senior Property Managers, Leasing Consultant, Commercial Property Accountants.
- Ensures that the monthly Management Reports are uploaded in a timely manner.
- Coordinates team activities.
- Setup RFPs, change orders, contract templates, and other project documents required to ensure smooth execution of a project

**Qualifications**:
Education
- College Diploma/University Degree
- Ability to read and write English fluently, proficiency in accurately understanding legal commercial leasing language

Experience
- Required: A minimum of three (3) years of experience in leasing and property administration or a related field.
- Strong written and verbal communication skills
- Excellent organizational, multi-tasking, and prioritizing skills
- Ability to meet tight deadlines and to work under pressure

Skills and abilities
- Actively supports our values of: Honesty, Integrity, Respect, Trust.
- Strong communication skills.
- Solid working knowledge of commercial leasing and property administration.
- Strong administrative and organizational skills.
- Strong time management skills.
- Represents professional image.
- Strong customer service orientation.
- Good negotiating skills.

**COMPENSATION AND BENEFITS**:

- $39,000 to $42,500 (based on experience)
- Extended health and dental benefits
- Company RRSP matching
- 2 weeks vacation
- We thank all applicants for their interest; however, only those selected for an interview will be contacted. No phone calls, please._

**Salary**: $39,000.00-$42,500.00 per year

**Benefits**:

- Company events
- Dental care
- Empl

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