Junior Lease Administrator

About You:

You are a high achiever looking to thrive in a fast-paced environment. You take pride in your own work but are comfortable collaborating with a team of highly motivated individuals. You can communicate clearly and concisely with teammates and clients, and you enjoy strong company culture and camaraderie. You can navigate multiple corporate functions, including global lines of service and corporate centers of excellence. You possess strong interpersonal skills and are willing to take on diverse tasks to achieve the team’s common goal. You value personal and professional growth and are ready to take the next step in advancing your career.

If this sounds like you, well, then you will love the culture at Avison Young!

About Us:

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization.

Real estate can have an enormous positive impact on people’s lives – and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people.

We care about each other and we have each other’s backs. This makes Avison Young a great place to be a client, and a great place to work. We support the whole person and their complete wellness – economic, mental and physical – because what’s best for our business comes from our people bringing their whole selves to work.

Of course we love it here, but outsiders think we’re pretty great too! Avison Young has been recognized as one of Canada's Best Managed Companies for the 15th year in a row, with a Platinum Club designation!

Overview

Here is an incredible opportunity to show your talents in commercial real estate and accounting skills within a vibrant organization known as the leader in its industry and for having an entrepreneurial culture. If you enjoy working in a stimulating business environment and having your work ethics and teamwork abilities recognized, we would like to meet you.

Responsibilities

Based on the principles adapted for each client and on the best practices developed by Avison Young on a regular basis and for different clients at the same time:

• Process and approve invoices received from owners and prepare variance analyses for the end-of-year invoices.
• Study lease clauses that apply to operating expenses, municipal taxes, energy, housekeeping and other expenses, as well as clauses that have a financial impact on the parties.
• Analyze in depth the operating expenses, municipal taxes, energy, housekeeping and other expenses described in the property owners' invoices, in order to determine their appropriateness.
• Carry out annual comparative analyses for the same client.
• Question landlords to determine the fairness and accuracy of invoices with respect to the principles detailed in the leases, obtain from landlords the justifications and documents supporting the expenses through oral communications or in writing.
• Negotiate and represent clients' interests with landlords on lease verification issues. In instances where Avison Young represents tenants, understand the rent notifications, and update the relevant information in the database. Verify their accuracy during the initial entry into the database based on the financial commitments toward the clients’ books. When Avison Young represents landlords, prepare the rent notifications, and update the relevant information in the database.
• Prepare a report for the recurring costs and record them on the tenants’ accounts; record all financial data relating to rental assistance programs.
• Reconcile landlord responses with invoices and analysis.
• Prepare follow-up reports, conclusions, and recommendations on behalf of clients.
• Work with various accounting analysis tools developed by the team.
• Develop new accounting analysis tools as required.
• Respect the various stages and milestones described in the various matrices developed for clients.
• Report final analysis results to the customer database.
• Maintain cordial relations with owners during analyses and audits.
• Maintain regular communications with customers, both in writing and through various pre-established channels.
• Maintain professional relationships with owners, clients, and other professionals of commercial real estate and interact with clients, owners, developers, and lawyers on a regular basis.

And, upon management’s request:

• Extract, with precision and in due course, the legal documents regarding the client’s properties, leased or owned (which includes preparing and setting up the property sheets), such as offers to lease, leases and their amendments, subleases, amenities, notifications, deeds of sale; identify the rights and obligations of the parties and ensure they are accurately transcribed in the appropriate database.
• Carry out updates of scanned documents in the database.
• Execute quality control of data entry carried out by other lease administrators in the appropriate database.
• Carry out management of critical dates (expiries, various options, maintenance of premises after the term, etc.) regarding the real estate portfolio of our clients. Produce relating reports.
• Participate in meetings with account managers and clients in order to follow up on real estate activities based on the documentation of various agreements or on the clients’ requests.
• Prepare and validate monthly payment reports.
• Process and approve tax account invoices received by either clients or municipalities.
• Invoice and carry out a follow-up of the leasehold improvement amounts received or paid.
• Prepare ad hoc reports for operational requirements.
• Validate estoppel certificates.
• Prepare annual leasing budgets for corporate clients to ensure compliance with their budgetary processes.
• Prepare real estate financial commitments on an annual basis and/or based on any period established by the clients.
• Ensure transactions are processed based on IFRS 16 standards, enter relating entries in the databases, and produce corresponding reports.
• Act as support for the preparation of financial analyses (TOC – Total Occupancy Cost Analysis) or any other basic financial calculation, upon request.
• Provide technical support to clients and account managers as well as senior management, upon request.
• Participate in the development, documentation and updating of policies and procedures of administrative processing of leases, upon request.

Qualifications

• Post-secondary education degree, in finance or administration or any combination of relevant education and experience.
• In-depth knowledge of documents pertaining to commercial real estate and to leasing and acquisition process.
• A minimum of 3 years of experience in commercial real estate.
• Bilingual (English, French), oral and written.
• Knowledge and understanding of the principles of accounting relating to leases and of financing principles as well as their impact and application in commercial real estate analyses.
• Fluency with numbers, financial statements, and audit accounting principles. Knowledge and experience with the IFRS 16 standards would be an asset.
• Excellent interpersonal skills and ability to work independently or in a team, including with teams based in other Canadian cities.
• Excellent skills in communication and for popularizing information during trainings presented to clients.
• Excellent skills in client service.
• Ability to process multiple files at a time while respecting tight deadlines.
• Be reliable, accountable, and punctual.
• Be stringent with a strong attention to details for generating accurate and reliable reports.
• Fluency with the MS Office suite.
• Consistently demonstrate excellent abilities for communication (verbal and in writing), organizational and analytical skills.
• Ability to take charge of multiple tasks, to prioritize proactively, to manage the workload and to finalize projects.
• Enjoy stepping up to new challenges.

Our Equal Opportunity Commitment

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

Avison Young welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates during the recruitment process. For those requiring assistance, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

To support our commitment to francization and ensure effective communications with our diverse Canadian and worldwide clientele and to our global colleagues and head office leadership, this role requires proficiency in both French and English. Candidates must be fluent in both languages to be considered in this position.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!