Leasing Coordinator

7 months ago

Montréal, Canada Colliers Full time

Make your next move an expert one.

At Colliers it’s not our success that sets us apart, it’s how we achieve it. Our people are passionate, take ownership and always do what’s right for our clients, people and communities.

Why Colliers?

Our enterprising environment needs your expertise to facilitate Colliers’ continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

Who you are

You are a detail-oriented individual who thrives on managing deadlines and accurately performing your work. You bring expertise and understanding of commercial leases and have some exposure to office, industrial and retail properties. You understand that your contributions extend to the larger team by building strong relationships and you take pride in the quality of work that you produce.

The role’s primary responsibilities are to provide lease administration services to our Property Management & Accounting Teams including extracting critical information from real estate documents and entering the data into the property management database (Yardi).

What you bring- Preferred: First cycle university degree in business/commerce (Finance, marketing, accounting,management, etc..) or the equivalent;- Preferred: Hold and maintain a valid drivers licence- Previous experience in a similar position considered an asset- Previous commercial real estate experience is considered an asset.- Solution oriented;- Strong verbal and written communication skills in both French and English;- Must have computer proficiency in Word, Excel, Outlook and PowerPoint;- Demonstrated aptitude in learning new systems and programs;- Exhibits high level of initiative, self-starter, and strong work ethic with ability to work independently;- Sense of responsibility and self-accomplishment;- Demonstrated accuracy inputting data, high attention to detail;- Exceptional customer service, organizational and prioritization skills.- Ability to complete, prioritize and handle multiple tasks under time sensitive deadlines with mínimal direction/supervision;- Exhibits high level of professionalism and strong interpersonal skills in a teamwork environment.

What success looks like- Maintain and update the managed portfolio commission tracker and the broker’s individual trackers;- Preparation and coordination of all monthly and activity reports for the leasing department;- Update on a monthly basis the Stacking Plan’s of the managed portfolio based on new leases, renewals and newly vacated spaces, including re measurement information;- First contact to answer the phone for all leasing inquiries of the managed portfolio, with responsibility to log the call, track analytics and dispatch to the respective brokers;- Preparation of Annual reporting packages;- Coordinate and schedule all kick-off meetings with all the departments and organize all documentation prior to the meeting once a transaction has been completed;- Support brokers with day-to-day tasks such as creation, modification of DAF’s (Deal approval forms), research, documents, web-based reporting platforms (VTS);- Responsible for the department’s compliance and deal flow approval process with DAF’s, including invoicing leasing commissions into the Ourdeals platform;- Provide general administrative support (e.g. File management, organizing distribution of marketing efforts, general office maintenance, invoicing and correspondence)- Update and maintain all registries, as required by the OACIQ, with the support and supervision of the Agency Executive Officer;- Generate ideas for greater efficiency through the entire department and execute them- Other duties as may be required from time to time

Marketing Support and Research- Collect market intelligence and consolidate it in the appropriate and required formats to efficiently track;- Collect information regarding marketing analytics and sales funnel in order to track analytics for the department;- Some execution of marketing initiatives, only where basic marketing knowhow is required (third party website listings, social media, as an example);- Update on a monthly basis the internal availability list, and coordinate with the Marketing Coordinator;- Conduct virtual tours of various retail, industrial and office spaces with the Matterport system, when required

Database Management- Responsible to file all relevant leasing documentation into Laserfiche (DAF’s, commission agreement, correspondence, etc.);- Database management with multiple target populations (broker database, prospects, building)- Responsible to manage all physical filing for both the leasing and marketing department- Create, maintain and update a sales funnel analytic database per property and different asset classes, for the team to assess, draw conclulsions and to realign various leasing strategies

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