Job Description

Job Posting

Halifax Regional Municipality is inviting applications for the permanent, full-time position of Lease Administrator in the Corporate Real Estate division of Property, Fleet & Environment. Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality\'s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Manager, Leasing & Tenant Services, the incumbent is responsible for the overall corporate lease and tenant services administration. The incumbent will ensure that building and tenant data, and agreement terms and conditions contained in the leases are recorded, monitored, and updated to support management decision-making and assist in budget preparations for the overall Leasing & Tenant Services budget.

DUTIES AND RESPONSIBILITIES:

• Administer life cycle of all leasing transactions. Update and manage HRM lease database; track pending lease expiries, insurance certificates, renewal option notice periods and other key lease rights, options, and obligations for HRM as both landlord and tenant. Respond to internal and external requests for leasing and property related information.
• Monitor CityWorks - Tenant Services work order queue; advise Tenant Service Coordinators of urgent/high priority requests to ensure prompt attention. Action routine service requests with appropriate service provider. Create work orders for accommodations as required.
• Prepare and submit Transaction Summaries for all leasing transactions.
• Enter all rent billing information to SAP; ensure rent commencement dates are met and any rent adjustments are made in accordance with lease terms.
• Analyze property tax and rent/operating cost adjustments, identify and investigate any billing inconsistencies or irregularities, work with internal and external stakeholders to resolve issues and ensure accuracy of all leasing financial transactions.
• Conduct market research and monitor competitive leasing transactions and maintain up-to-date data on market rental rates, tenant inducements, sizes of available competitive vacancies, and additional rent charges. Prepare market rate summaries as a reference for lease negotiations and for inclusion with transaction approval reports.
• Responsible for all lease document control. Follow up with tenants and legal counsel to ensure completion of all lease documentation, maintain hard and soft copy lease files.
• Make recommendations and coordinate approval reports for lease transactions and review lease agreements and amendments; prepare and send lease related correspondence including demand letters for rental arrears, notices of default and other general notices as required.
• Review journal entry rent reports from finance, ensure coding to correct accounts. Identify and resolve any incorrect entries.
• Analyze various reports from CityWorks and SAP; prepare building operating cost calculations for recovery from tenants and to be used in property performance analysis and benchmarking.
• Support the Manager, Leasing & Tenant Services in the preparation of leasing and accommodation projections and budget guidelines;
• General purchasing duties including requesting quotes, work orders, purchase orders etc; coordinate with Corporate Communications and vendors to update and replace building and directional signage.
• Communicate effectively, build positive working relationships with key internal staff, and participate on cross-functional teams.
• May perform other related duties as assigned.

QUALIFICATIONS
Education and Experience:

• Two-year diploma in Accounting, Business, Legal Administration, or a related field
• Minimum three years\' experience working in Commercial real estate, ideally in a leasing or property administration capacity, well versed in relevant legal and accounting processes.
• Proven experience in the interpretation and administration of Commercial Lease documentation, policies and procedures.

Technical/Job Specific Knowledge and Abilities:

• Strong proficiency and expertise in Microsoft Excel (intermediate to advanced skill level); including creating and linking spreadsheets with multiple pages; creating and modifying moderately complex formulas.
• Strong Proficiency and expertise with Microsoft Word including familiarity with Tracked Changes document editing; and creating and updating document table of contents.
• Experience with SAP (or other ERP program) financial/leasing systems; and or Commercial Real Estate Financial reporting systems.
• A working knowledge of financial records and systems, with demonstrated ability to analyse and interpret accounting, financial and statistical reports.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer\'s discretion.

COMPETENCIES: Valuing Diversity, Communications, Analytical Thinking, Customer Service, Organization & Planning, Organizational Awareness, Teamwork & Cooperation

WORK STATUS: Permanent, Full-time

HOURS OF WORK: Monday to Friday, 8:30am - 4:30pm, 35 hours per week

SALARY: Level 6, $33.85 per hour, as per NSGEU Local 222 Collective Agreement

WORK LOCATION: 3rd floor of Dartmouth Ferry Terminal (88 Alderney Drive, Dartmouth)

CLOSING DATE: Applications will be received up to 11:59 pm on March 5, 2024

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.

(position # 72286005)

Halifax