Administrative and Leasing Assistant

4 weeks ago

Ottawa, Canada Ottawa International Airport Authority Full time

The salary range for this position is from $71, 896 to $81, 262 per year in accordance with the current Collective Agreement (July 1/22 to June 30/2023 rates) and based on 37.5 hour work week. Flexibility to shift hours will be required in order to provide response to critical issues that occur outside of normal hours.

The salary range for this position is from $71, 896 to $81, 262 per year in accordance with the current Collective Agreement (July 1/22 to June 30/2023 rates) and based on 37.5 hour work week. Flexibility to shift hours will be required in order to provide response to critical issues that occur outside of normal hours.

**Essential functions**:
Business Development and Marketing
- Administer a computerized lease inventory system (ALFA), including the recording of all lease renewals, rental rate review, insurance and financial statement due dates, critical date and options monitoring, and expiry date information, along with the verification of data, and subsequent amendments, as necessary;
- Ensure that tenants are in compliance with lease requirements i.e. insurance coverage and financial reporting requirements;
- Compose routine correspondence on behalf of the commercial development team including responding to comment cards/public inquiries relating to the terminal building;
- Assist Security, Infrastructure and Environment Departments with tenant communication and data collection from tenants related to environmental program requirements, disruptive works on campus, service interruptions or delays, and changes to security protocols. Develop and maintain electronic and paper files for all tenants and leased properties;
- Coordinate annual rate increases for passenger terminal building tenants, prepare required tenant correspondence, and ensure ALFA database is updated timeously and correctly with new rates;
- Liaise on a regular basis with Finance counterpart (accounts payable/receivable) to ensure the correct monthly billing of tenants and receipt of rent payments;
- Provide property tax authorities (MPAC and City of Ottawa) with information critical to the taxing of real property, concession, and office space on a monthly basis;
- Produce monthly reports used by Business Development team for managing general administrative requirements of lease management;
- Maintain registry of agreement numbers, data on status of each, and tracking for each;
- Track and collect property tax payment information from all tenants annually, ensuring compliance with lease requirements for each;
- Keep updated records of amounts and rates per square meter for tenant property taxes for management, comparative and marketing purposes;
- Track and collect ground handling quarterly and annual reporting requirements;
- Generate, maintain and distribute an online Sharepoint based up-to-date directory of all tenant contacts at the airport;
- Prepare a term sheet and legal documentation for signature of agreements, and for each transaction as required and ensure that all relevant information regarding each file is distributed within the company to the appropriate departments; and
- Coordinate archiving of historic documentation, review of documentation in archive room, and make recommendations on management of same in line with corporate policies on document retention.

Ground Transportation
- Draft legal documentation track all transportation service agreement licenses for the Ground Transportation department and enter in ALFA as needed;
- Track all annual increases required for Ground Transportation and advise the YOW Customer Service Centre (CSC) as needed for revisions to charge per pick up amounts;
- Liaise with Government departments and Ministerial support staff on vehicle updates, changes, and additions on an ongoing basis
- Coordinate changes in transponders as required with the CSC;
- Liaise annually with Government Departments regarding purchase order details to update ALFA system prior to invoicing annually;
- Track and ensure updated insurance certificates are received from Ground Transportation licensees;
- Maintain registry of agreement numbers, track status and do follow-up on outstanding documents to ensure that deadlines are met; and
- Generate and circulate monthly administrative reports to relevant departments on action items, upcoming license requirements, etc.

General/Corporate Overall
- Provide administrative support to Vice President, Business Development and Marketing as well as other members of the Senior Executives as necessary;
- Assist two departmental Directors with gathering and preparing purchase orders, expense reports and budget information as it relates to the Commercial Development team;
- Assistance with passenger facilitation and customer service related tasks
- Assist with lease compliance review/audit (with respect to Official Languages compliance, food pricing, etc.);
- Assist with annual reporting to Transport Canada as required;
- Generate monthly or ad-hoc leasing statisti

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