Leasing & Site Administrator

3 days ago

North York, Canada BentallGreenOak Full time

**Leasing & Site Administrator**

**Toronto, Ontario**

**_
Who We Are:_** _BentallGreenOak is a leading, global real estate investment management advisor and a globally-recognized provider of real estate services. BentallGreenOak serves the interests of more than 750 institutional clients with expertise in the asset management of office, industrial, multi-residential, retail and hospitality property across the globe. BentallGreenOak has offices in 27 cities across thirteen countries with deep, local knowledge, experience, and extensive networks in the regions where we invest in and manage real estate assets on behalf of our clients in primary, secondary and co-investment markets. BentallGreenOak is a part of SLC Management, which is the institutional alternatives and traditional asset management business of Sun Life._
- BentallGreenOak promotes a corporate culture that attracts and retains the highest caliber people. We encourage opportunities for growth, development, and promotion by providing our employees with the resources to work effectively and continually strive to perform better. We are committed to a safe and sustainable work environment._

**_
The Opportunity:_**

The Leasing & Site Administrator will report to the Regional Property Manager and be responsible for the day-to-day lease and site administration of the property. The incumbent will provide best in class customer service in all matters pertaining to leasing, lease administration and to the day-to-day administration of the property.

**_
What You Will Do:_**
- Respond to leasing inquiries in order to secure an appointment to view the property
- Professionally and courteously handle all telephone and ‘walk-in’ enquiries from residents
- Conduct property tours and show available suites to prospective residents with the view to obtaining a commitment to lease
- Assist in the maintenance of the customer database and ensure that all leads traffic and interactions are documented appropriately
- Maintain a comprehensive knowledge of product, including availability of suite types and layouts, common areas and amenities of the building, surrounding neighborhood and value added services provided
- Carry out other duties and/or procedures related to the marketing, rental and administration of suites as may be assigned from time to time
- Support the Community Manager in the conducting move in, move out and suite turnover inspections.
- Prepare resident arrival and key package, in addition to ensuring smooth move-in and move-out coordination, booking elevators where applicable.
- Assist in maintaining a high level of client satisfaction and public relations which will include all forms of communications with the residents
- Communicate with the Property Manager, team members and site staff on an ongoing basis
- As part of the overall team, maintain goodwill of customer during service period and promote the organization to existing and potential customers
- Maintain excellent tenant relations within the assigned property
- Provide prompt and courteous service to prospective and current residents, focusing on their individual needs and wants;
- Provide administrative support to the site staff and Regional Property Manager as requested and as directed by the Regional Property Manager
- Administering move-in deposits and move-out balances
- Assigns resident parking, lockers, etc in addition to issuing visitor parking passes and maintaining an up-to-date log.
- Administration of sublets, assignments, termination and vacate notices.
- Maintain all resident information received in accordance with Privacy rules and regulations.
- Maintaining good resident relations, handling and documenting resident complaints and any emergencies in the building which occur during, over and above office hours.
- Work closely with the Community Manager to process changes to residents, co-tenants, occupants, guarantors, PAP conditions and other administrative matters
- Ensure that all deposits are paid and deposited in a timely manner and entered into the relevant accounts on the property management database along with monthly rents
- Assist Community with rental arrears, preparing and delivering rental reminders, follow-up phone calls or door knocking.
- Processing and delivery of rent increases, N4’s and other tenant communication and notices as necessary
- Complete necessary monthly reports for head office and as needed
- Rectify any tenant issues that may arise and escalate as required
- Manage purchase orders - issue/create, receive and ensure accuracy
- Review and approve invoices for payment
- Maintain an orderly office area
- Other related duties as required; such duties may include lifting.

**_
Sustainability:_**
- Participate in community and charitable events that involve the property, its tenants or employees;
- Assist in the implementation of BGO sustainability and engagement programs at the property;
- Embrace and pro-actively support BGO culture of envir

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