Job Description

Join our dynamic team as Leasing Officer, where you will play a vital role in managing our leasing portfolio and fostering positive relationships with tenants. As a key member of our Real Estate & Leasing team, you will work closely with the Manager of Asset Management & Leasing to ensure seamless operations in our operating schools, with a primary focus on child care agreements.

Your expertise in negotiating and managing leases will be instrumental in maintaining strong partnerships with tenants and ensuring the fulfillment of lease agreements. You will have the opportunity to showcase your property management skills as you liaise with tenants, amend agreements when necessary, and implement new leases. Your attention to detail will shine as you meticulously maintain a comprehensive database of all lease agreements.

Collaboration is at the heart of our team, and you will have the chance to work closely with the Manager and other stakeholders to develop effective procedures and practices that support our leasing activities. Your background in leasing and property management, combined with your education and experience, will position you as a valuable contributor to our leasing and property management requirements for the TDSB asset portfolio.

In this role, you will have the opportunity to engage with a variety of stakeholders, including key TDSB departments, community groups, external consultants, and the general public. Your strong interpersonal and communication skills will be essential as you navigate these relationships and ensure the successful management of our leasing operations.

If you are a motivated and detail-oriented professional with a passion for leasing and property management, we invite you to join our team and make a positive impact on the TDSB asset portfolio.

What you will do:

Leasing & Asset Management (80%)

• Provide professional advice and support in the areas of leasing and property management with a particular emphasis on leasing of available space to child care centres in operating schools and surplus school properties.
• Negotiate, revise, and amend leases in compliance with Ontario Regulation 444/98 - Disposition of Surplus Real Property, develop terms of reference, undertake feasibility studies, issue requests for proposals (RFPs), and prepare requests for quotes (RFQ;s) respecting leasing and property management matters.
• Utilizing an evolving professional background that includes commercial, industrial, institutional real estate properties, provide sound and effective solutions when negotiating new agreements and resolving issues.
• Responsible for ensuring proper execution of lease agreements via DocuSign and maintain legal records.
• Maintain records and filing for all lease work - paper and electronic files.
• Prepare floorplans and create lease schedules for new and amended leases.
• Accountable to review and interpret contract terms with internal and external parties and stakeholders including communicating lease approval processes, major lease terms to tenant applicants and communicating lease contract terms governing school / Board reclamation of tenanted space.
• Responsible for negotiations in a wide range of real estate transactions (leasing, tenant disputes, community partnerships, community services/hubs) with the public/private sector.
• Respond in a timely manner to all requests for information and inquiries from Tenants, TDSB staff, Trustees, the Ministry of Education and Training, external organizations and agencies and community representatives.
• Resolve lease interpretation issues and manage TDSB staff and/or external agencies and tenants on an as-needed basis.
• Assist TDSB with leases for leased-in facilities utilized for specific instructional programs such as LINC, NGES, etc..
• Secure space measurements from TDSB Standards & Compliance department to quantify rentable area and calculate prospective rent obligations.
• Draft and prepare general correspondence related to Tenant lease agreements and the Leasing portfolio.
• Review and monitor existing tenant leases to ensure compliance to the terms of the agreement and that the information is accurately recorded in a leasing software system.
• Ensure adherence to industry standards, TDSB and Provincial policies, acts or regulations that apply to leasing transactions governing school boards and contract specifications in the management of contractors, vendors and suppliers.
• Awareness and growing knowledge of applicable legislation such as, Ontario Planning Act, Ontario Building Code, Commercial Tenancies Act, Land Titles Act, Environmental Assessment Act, Expropriation Act, Ontario Health and Safety Act, Ontario Education Act and associated regulations and policies pertaining to real property (Regulation 444/98, Planning and Partnership Guidelines);
• Demonstrated knowledge of market trends, market rents, market conditions, understanding principles of market value with all factors that will assist the team in providing and developing real estate reports for the TDSB portfolio and develop on-going standards for the effective utilization of the asset portfolio.
• Demonstrated commitment to service excellence standards.
• Facilitate capital projects in conjunction with TDSB Facility Team Lead, and TDSB Design and Renewal team.
• When required, prepare RFP documentation for submission to TDSB Purchasing Department.
• Participate in the audit committee for review and completion of the RFP process, through to award.
• Prepare Board Reports as required.

Database Management (10%)

• Manage and maintain up-to-date tenant database reflecting current / updated tenanted areas (shared and exclusive), lease expiry dates, and rent obligations.
• Manage tenant insurance database, track expiry dates and communicate with tenants as required to obtain updated certificates.
• Liaise with TDSB staff (Principals, Caretaker and FTL) to capture accurate space usage.
• Assist in management of Lease Harbor lease data and the management of Lease Harbor consultants for the design of the database structure.

Financial and Account Reconciliation (10%)

• Calculate rental costs for Child Care agreements and submit to TDSB Finance for input into SAP.
• Liaise with City of Toronto, Child Care Services on a regular basis to confirm changes in occupied space, rentable area and city financial obligations arising from eligible leases under the umbrella child care agreement with the City.
• Collect additional financial and tenant detail from lease prospects to assist senior managers in assessing financial credentials and financial risks.
• Assist the Manager with the preparation of the capital budgets for TDSB\xe2\x80\x99s non-operating schools.
• Other related duties as assigned.

Requirements

What you will have:

• University Degree in a related field with minimum 5 years real estate and property management experience, or an equivalent combination of education and experience.
• Demonstrated real estate experience which illustrates a growing range of knowledge and understanding of the complexities of the real estate industry with a focus on leasing and property management with diverse stakeholders.
• Preference will be given to those candidates with a combination of private and public sector experience;
• Thorough understanding and knowledge of municipal and provincial legislation applicable to real estate projects including various codes, standards, policies and management practices and procedures that can impact and guide real estate management and transactions, such as ESA, Surveys, Engineering drawings, heritage (land and building), archeology, financial analysis, project management operations, construction maintenance, tenants relations and required reporting, lease administration, BOMA, property accounting and an understanding of public procurement policies/practices, etc.
• Demonstrated political and business acumen supporting effective working relationships with diverse stakeholders including communities, TDSB staff, City and Provincial elected officials.
• Excellent interpersonal and conflict management skills.
• Excellent analytical and problem-solving skills.
• Strong communication skills both oral and written.
• Excellent organizational, time management and multi-tasking skills to balance a number of projects simultaneously and to meet deadlines.
• Familiarity of TDSB, TLC and Provincial Policies, procedures and government legislation governing leasing of TDSB Properties, e.g. Community Partnerships, Child Care and Early Years, Surplus Properties, Education Act, Regulation 444/98 of the Education Act.
• Proficiency in computer applications - Microsoft Office (word, excel, powerpoint), Adobe Acrobat, and Lease Harbor \xe2\x80\x93 APEX.
• Valid driver\xe2\x80\x99s license and vehicle for transportation to various TDSB sites.
• Alignment with Toronto Lands Corporation values, behaviours, and mission/purpose.
• Awareness and commitment in promoting equitable practices which value inclusiveness and diversity.

Please submit your cover letter and resume by August 1, 2023.

At TLC, we value inclusiveness and diversity and are an equal opportunity employer. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Should you require accommodation during the recruitment and selection process, please let us know.

TLC offers a flexible working environment where we work a minimum of two days per week in office.

TLC has a mandatory vaccination policy and will require confirmation that you are fully vaccinated.

Benefits

TLC provides a competitive total rewards package which includes salary plus great benefits for you and your family. Check out the Careers section of the Toronto Lands Corporation website to find out more.

Toronto Lands Corporation