Job Description

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Commercial Property/Leasing Tenant Administrator

Edmonton, AB, Canada

Full Time

Commercial

Mid Level

Are you Bold?

Work for an organization that puts community at the heart of everything it does. Embrace work that is challenging, hard, dynamic, and fulfilling. Be a driver with a grit and determination that is deliberately sought. Build strong relationships with smart, knowledgeable, and diverse people.

Commercial Property/Leasing Tenant Administrator

The property/leasing tenant administrator supports the manager in overseeing the success of the office/retail portfolio through effective tenant management and a commitment to efficient building management. The administrator also provides general departmental support to all Commercial team members through a broad range of administrative and support tasks.

The ideal candidate would also ideally have knowledge of preparing leases, letters and agreements and other real estate documentation as well as understanding of property management principles, laws, procedures and standards. Further the ideal candidate would have familiarity with, construction, project management and building handover.

What we look for?

• Three years of property management/administration experience.
• Post secondary education in administration/property management or another field.
• Strong administrative acumen.
• Excellent verbal and written communication skills.
• Excellent interpersonal, sales and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software, including strong skills in Excel and Word.
• Desire for continuing education and personal development.

What will you do?
Tenant Management

• Act as the primary liaison with commercial tenants through construction, key handover, occupancy and deficiency inspections, tenant utility transfers and coordinate tenant departures.
• Respond to tenants in conjunction with building operators and development teams to address service calls and provide solutions to tenant problems.
• Maintain a high level of customer satisfaction through timely response and coordination with project managers and building operators.
• Cultivate solid tenant relationships through proactive communication.
• Coordinate new tenant welcome packages and delivery of rental and year end assessment notices.

Building Operations

• Ensure buildings are operated in a manner consistent with Rohit standards.
• Possess a detailed understanding of landlord work requirements under leases.
• Tender turnkey and landlord\xe2\x80\x99s work, review tender submissions, and drive turnkey work from start to finish including budgets and tenant relations as well as liaison with leasing and construction.
• Attend site meetings and walkthroughs, inspections with the city, consultants and contractors.
• Assist in review of design plans, contract documents and technical specifications.
• Complete ongoing quality/service inspections of properties and tenant premises.
• Tender and review annual maintenance contracts and track key contract dates and expiries.
• In coordination with the building operator assess the performance of third party contractors to ensure buildings operated and maintained to Rohit standards.
• Assist in the preparation of annual operating and capital budgets for properties in the portfolio.
• Ensure proper building maintenance and operations records are maintained.
• Update building maps and information on a regular basis.
• Review and ensure tenant signage is compliant with signage guidelines and lease approvals for each asset.

Records Management/Administration

• Responsible for commercial filing systems, ensures all pertinent information is filed correctly and in a timely manner. Actively reviews files for completeness.
• Maintain divisional documents including plans and record drawings for all assets.
• Maintain tenant information including records of insurance.
• Coordination and tracking of lease documents.
• Prepare and maintain tenant meeting records.
• Tracks key dates for leasing activities including condition removals, commencement dates expiries etc.
• Liaise with external stakeholders such as brokers, tenants, contractor and legal counsel.
• Respond to telephone, email and realtor enquiries regarding vacancies and lease renewals.
• Support creation and review of letters of intent and lease agreements.
• Participate in the creation and maintenance of monthly rent roles and monthly account receivables.
• Review accounts receivables and support collections.
• Routinely reviews AR and works with the Property/Leasing Manager, Commercial to ensure all outstanding balances are collected in a timely manner.
• Sets up all vendors in the accounting system.
• Review vendor invoices for accuracy and ensure proper coding.
• Assist in the identification of procedural gaps and drives systems implementation to improve organizational efficiency and accuracy.
• Works on special projects as assigned including, planning, design, development communication and deployment.
• Assist Commercial team members with booking of events, industry functions and calendar management.
• Assist in the preparation of documents, presentation materials, proposals and reporting.

Rohit Group