Lease Administrator

1 month ago

Toronto, Canada Epic Investment Services Full time

**Lease Administrator**

The Lease Administrator will be responsible for providing leasing support, administration support, lease documentation and reporting support for the company portfolio, predominately focused on office, industrial, and retail portfolios.

**Your Responsibilities**:

- Have thorough knowledge of leases and ancillary documents.
- Independently draft and administer leases, LEAAs, LAAs, Consents to sublease/assign/change in control of tenant, early/partial surrender/termination agreements, rent reduction/abatement agreements, relocation agreements, storage license agreements, temporary land license agreements, indemnity agreements, leases of additional space, broker commission letter agreements, mutual release agreements, notice and direction to tenants, overhold letter agreements, confirmation of commencement date agreements, lease summaries, lease abstracts, estoppels, notices of lease, proposals to lease, tenant correspondence, control letter agreements, parking license agreements, demand notice, default notice, etc.
- Review tenant changes with Senior Manager.
- Negotiate agreements and add step-downs with assistance from Senior Manager, and independently consult with appropriate internal business units for non-legal issues.
- Respond to tenant’s counsel with landlord’s changes in redline, clean and compare in Word and PDF.
- Proactively identify and mitigate risk/liability of landlord in leases, raising concerns with Senior Manager as and when necessary.
- On-board new properties with assistance from Senior Manager.
- Liaise and follow up with leasing manager’s or tenant’s broker/counsel/representative.
- Independently recommend and co-ordinate landlord execution of lease and ancillary documents, conduct credit/background checks on prospects as requested by leasing manager, update VTS regularly (uploading documents, completed tasks), and maintain, verify and upload fully executed documents in the Central Vault using simple naming conventions (including conformity of existing non-conforming documents to updated naming convention).
- Make regular updates to templates as required and approved by Senior Manager, Leasing, National Services or REM.
- Maintain document tracking sheet for all lease documentation, credit/background checks/invoices.
- Create and maintain lease documentation file folders with various sub-folders for landlord and Tenant versions.
- Assist in budget and re-forecast process.
- Check encumbrances to confirm that new tenant agreements are not conflicting with existing agreements.
- Complete ad hoc project work relating to lease administration duties as and when required.

**Corporate Functions**:

- Have a general understanding of governance documents for company’s various entities, including formation and maintenance thereof (i.e.Articles of Incorporation/Amendment, annual filings and submissions such as annual reports, shareholder’s resolutions, shareholder registers, organizational charts) and assist in administering them as required. Training will be provided but a general understanding is preferred.
- Save corporate documents, annual filings and agreements in appropriate folders and subfolders in designated network drives.
- Assist in set up/formation/dissolution of appropriate entities relating to acquisitions/dispositions, working closely with Investments department and Finance department.
- Manage compliance tracker and liaise with external law firms to ensure all annual registrations, business names, annual financials, resolutions and other corporate filings are completed, filed, maintained, etc.
- Assist with managing updates and record keeping on Officers and Directors of Epic entities, arranging for changes to be made as assignments are changed.
- Liaise with external law firms to update Director and Officer changes of Epic entities to ensure updates are properly filed, and update CRA accordingly.
- Complete _ad hoc_ project work relating to corporate legal duties as and when required.

**Requirements**:

- 5-7 years of experience in a leasing support role and/or lease documentation capacity within commercial real estate.
- Excellent knowledge of Commercial Leases and ability to draft lease language.
- Strong verbal and written communication skills with the ability to explain complex legal issues.
- Excellent listening, comprehension, interpretation, and execution skills required.
- Post secondary education is an asset.
- Law Clerk or Paralegal Program is an asset.
- Ability to manage multiple priorities in a fast-paced environment and meet deadlines under pressure.
- Strong organizational and planning skills, ability to prioritize work and concurrently manage. multiple tasks, projects, and deadlines with strong attention to detail and adherence to timelines.
- Ability to build solid, respectful, and collaborative relationships and establish rapport and credibility within the organization as well as with the external partners and service-prov

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