Leasing Administrator

4 weeks ago

Waterloo, Canada TerraCorp Management Full time

For over 60 years, TerraCorp Management, a family-owned and operated business based out of London, Ontario, has been developing and managing multi-residential apartment buildings across Southwestern Ontario. As we continue to find success in building and managing quality apartment homes, creating lasting relationships with our residents and community partners, we continue to build our talented and committed team. Together, we work hard, we laugh, and we celebrate our successes. We are seeking a permanent, full-time Leasing Administrator, who is customer service oriented, extremely well organized with a high level of professionalism and attention to detail, to assist with leasing for our luxury high-rise residential properties at The Barrel Yards, Waterloo, Ontario.


The Leasing Administrator’s primary job function is to assist and provide support to the Leasing department both in terms of achieving departmental and company objectives as well as continuously providing the highest quality of service. As such, the incumbent will be relied on for accurate and efficient record keeping, strong organizational and communication skills. Under the direction of the Senior Property Manager, the Leasing Administrator will play an integral role within the leasing discipline but will also represent the company professionally in all customer and visitor interactions.


WHAT’S IN IT FOR YOU

  • Competitive salary
  • Group Benefits
  • Free on-site parking
  • Company Events
  • Employee Assistance Program


WHAT YOU WILL DO IN THIS ROLE

Responsible for the administration of all lease transactions; including the preparation of all notices, offers to lease, letters of intent, leases, lease amending agreements, lease extension/renewal agreements, assignments, and terminations with the ability to handle any other related internal documentation requirements with direction from the Senior Property Manager.

  • Schedule tours/move in inspections and elevator reservations, and ensure Resident Managers have been notified
  • Collect and maintain statistics for properties
  • Review, interpret, input, and maintain all detailed lease information in the database and ensure accuracy of data.
  • Prepare and review year-end reconciliation on all properties (Landlords/tenants), prepare adjustments where apportioned.
  • Liaise with the Operations Team regarding any tenant issue(s).
  • Maintain all Insurance Certificates Binders
  • Maintain Master List of all Leases
  • Manage lease renewals, Landlord/Tenant Inducements, Landlord-related work, Lease issues
  • Manage any and all departmental related administrative tasks, and other duties as required
  • Co-ordinate and perform regular follow-ups on document execution status, as well as monitor each agreement for commencement dates to ensure that the timely processing of each lease transaction is achieved
  • Ensure that Tenant Welcome Packages and other relevant move-in statements are issued in full and on time to new tenants
  • Field incoming leasing interest calls, tracking each caller and providing initial information packages in conjunction with the Senior Property Manager
  • Liaise with leasing agents when required to assist with listings, marketing brochures, showings, etc.
  • Track keys and match with approved documentation for filing
  • Audit application tracker regularly to ensure all approved documents have been filed/scheduled appropriately.
  • • Assist with the preparation of monthly, quarterly, and annual leasing reports for presentations and forecasting purposes


WHAT WE ARE LOOKING FOR

  • 2+ years previous administrative experience
  • Experience in a leasing office or property management an asset
  • Proficient in Microsoft Office (Outlook, Excel, Word, and PowerPoint)
  • Has a strong ability to multi-task, proactively prioritize assignments, and meet objectives within set timelines
  • Consistently demonstrates excellent communication skills (both written and verbal)
  • Able to work well independently and find ways to positively contribute to a dynamic and growing team
  • A strong problem-solving ability, positive attitude, and creative mindset will be prioritized


Hours:

  • Monday to Friday – 10 am to 6 pm


We offer a competitive salary, benefits package, and the opportunity to be part of a vision that continuously raises the bar when it comes to quality, customer service, and workplace culture.


We are strongly committed to employment equity, and we support diversity. If you require accommodation during the application process, please advise in your cover letter.


By applying to this position, you are confirming you possess either a Canadian citizenship, permanent resident status, or work permit.


We thank you for your interest; however, only candidates selected for interviews will be contacted for follow-up.

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