Leasing and Site Coordinator

3 weeks ago

Toronto, Ontario, Canada BentallGreenOak Full time

Job Summary:

The Leasing & Site Administrator will be responsible for the day-to-day leasing and administration of the property.

Key Responsibilities:

  • 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
  • Assist in the maintenance of the customer database and ensure that all leads traffic and interactions are documented appropriately
  • Ensure timely and accurate completion and entry of all leasing documentation, including application forms, Tenancy Agreements, renewal agreements and other supporting documentation into the property database.
  • Provide administrative support
  • 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
  • Assist in maintaining a high level of client satisfaction and public relations which will include all forms of communications with the residents
  • 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;
  • Administering move-in deposits and move-out balances
  • Assigns resident parking in addition to issuing visitor parking passes and maintaining an up-to-date log
  • Administration of sublets, assignments, and termination 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
  • 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
  • Assist Community with rental arrears; preparing and delivering rental reminders, follow-up phone calls or door knocking.
  • Support in conducting move in, move out and suite turnover inspections.
  • Support in preparing resident arrival and key package, in addition to ensuring smooth move-in and move-out coordination, booking elevators where applicable.
  • Rectify any resident issues that may arise and escalate as required
  • Manage purchase orders – create, receive and ensure accuracy
  • 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's sustainability and engagement programs at the property;
  • Embrace and pro-actively support BGO's culture of environmental sustainability, and corporate and social responsibility.
  • Supports team goals, objectives, operations and strategy for properties outlined by management;
  • Other duties within the scope, spirit and purpose of the job, as requested by management.

Requirements:

  • Education: A College or University education in a business field would be considered an asset.
  • Experience: A minimum of two (2) years of relevant work experience in a busy client facing environment is required, preferably retail, hospitality or property management.
  • Knowledge of the Residential Tenancies Act and Residential Lease Agreements an asset
  • Attention to detail and accuracy, good judgment, communication skills (listening, verbal and written), initiative and creativity, excellent oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships with prospects, residents and internal staff.
  • Organizational/Multi-Task Skills – Ability to allocate one's time effectively, work under pressure and manage tight deadlines; ability to achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise.
  • Computer Skills – Skills in Excel, Word, Outlook; familiarity with a customer relationship management (CRM) system is an asset.
  • Availability - Evening and/or weekend work may be required at certain locations.
  • Police Clearance – A criminal verification check is required for employment.

We thank all applicants for their interest in employment with BGO (Canada) LP, however only those selected for an interview will be contacted.

At BGO, we recognize that each employee's unique experiences, perspectives, and viewpoints strengthen our ability to create and deliver the best value to our clients, partners, and stakeholders/investors. Therefore, we strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientations, and life experiences to apply to our career opportunities.

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