Real Estate Administrator

7 months ago

Vaughan, Canada VetStrategy Full time

**The Role**

The Real Estate Administrator reports to the Director of Real Estate and Leasing and supports the team in the management of the Canadian real estate portfolio of veterinary clinics and properties.

**Responsibilities**
- Primary point of contact for rent and lease related communications, inquiries and concerns. Supports clinics, facilities and other internal teams with lease/rent related inquiries, matters and lease interpretation. Ensures a high level of Landlord relations is maintained through regular contact and proactive attention to lease related needs.
- Generates and maintains the monthly rent roll, resolves rent related issues, requests rent payments, reviews annual rental notices, makes rent adjustments, maintains rent variances and reports and sets up Landlord vendor accounts.
- Supports Finance teams in reviewing rent related invoices and communicating with internal and external parties (ie. Landlords, utility companies, tax departments) to obtain backup information in order to approve the invoices.
- Supports and assists the lease auditors with annual rent reconciliations, assembles data and prepares periodic and special reports, updates and maintains the data, accuracy and integrity of the rent reconciliation report and file records.
- Point person for the lease software including tracking and maintaining of key lease data, rent escalations and other critical dates.
- Maintains and updates the real estate trackers, worksheets and organizes all lease related documents and file records.
- Assists with lease renewals by tracking lease expiries, providing market research, composing renewal exercise letters, preparing lease renewal approval forms, preparing real estate presentation decks, reviewing renewal documentation and tracking and following up on documentation from offer to execution stages.
- Reviews / drafts LOI’s and lease related documents.
- Coordinates submission of certificates of insurance for Landlords and reviews estoppel certificates.
- Collaborates and attends team meetings with facilities and construction teams to support capital and development pipeline and projects.

**Qualifications**
- A commercial real estate and/or finance related degree/diploma
- 5 years’ experience in leasing and/or property administration or related field, preferably with Tenant/Retail representation
- Bilingual/fluency in French language
- Strong understanding of lease accounting and ability to review rent expenses
- Experience in interpreting complex commercial lease language
- Ability to draft lease documentation
- Demonstrated negotiation and organizational skills
- Strong knowledge of lease terminology, real estate law, and negotiation skills
- Proficiency with lease management software
- Strong communication skills, both verbal and written
- Excellent time management and organizational skills
- Strong ability to take initiative and be proactive
- Ability to work both independently and collaboratively as a team
- Detail oriented and attention to accuracy
- Analytical with good problem-solving skills
- Ability to manage multiple priorities with high volume workload
- Ability to adapt to change within a fast-paced environment
- Customer-focused and proactively handles challenging situations
- Proficiency with Microsoft, Word, Sharepoint, Excel and PowerPoint

**We are Relationship Focused**
- In every interaction with the hospitals, we build and maintain personal connections and trust. All relationships matter regardless of different levels, functions, cultures or geography.

**We Collaborate**
- Different perspectives are encouraged as we look for the best way to do things. We collaborate with the hospitals and one another to ensure that all work is in the best interest of the hospital and takes into account the unique needs of each location. We are externally focused on our hospitals rather than only internally focused on our processes.

**We Speak the Truth**
- We are honest and transparent. We can question or challenge without fear of negative repercussions. We support one another and take responsibility for ourselves.

**We are Humble**
- We’re all in this together. There is no room for ego or hierarchy mentality here. We are unpretentious and approachable. We support and appreciate one another. We regularly seek feedback without defensiveness. We reflect on our activities and the impact we have on others.

**We Take Care of the Rest**
- We view everything we do through the lens of the hospitals. We seek to understand first. Every decision we make is based on impact to patient care, client service, and hospitals teams. We do what’s best for the hospitals not just Home Office.

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