Responsibilities
-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.
-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 the them on the tenants’ accounts; record all financial data relating to rental assistance programs.
-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.
-Process and approve invoices received from owners and prepare variance analyses for the end-of-year invoices.
-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.
-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.
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