Leasing Administrator (MDA experience essential)

• Draft, amend and process lease agreements, offers to lease, renewals, addenda and related
  
• documentation.
  
• Prepare lease documentation using approved templates and protocols.
  
• Manage lease negotiations administration and document flow between landlords, tenants and
  
• brokers.
  
• Track lease transaction progress and ensure completion within required timelines.
  
• Ensure all executed lease documentation is correctly filed electronically and physically.
  

• Monitor lease expiry dates.
  
• Prepare and issue renewal documentation.
  
• Ensure renewal FICA / RMCP questionnaires are issued at least six months before lease expiry.
  
• Track and follow up outstanding renewals.
  

• Assist with drafting and administration of sale agreements.
  
• Coordinate supporting documentation and transaction administration.
  

• Maintain accurate transaction registers.
  
• Prepare and submit monthly transaction reports.
  
• Ensure commission schedules are prepared accurately.
  
• Coordinate commission invoicing to clients and finance department.
  

• Administer all FICA and RMCP compliance requirements.
  
• Ensure transaction FICA compliance is completed before beneficial occupation or commencement dates.
  
• Maintain accurate compliance records.
  
• Assist with regulatory reporting requirements.
  
• Ensure adherence to Company policies, procedures and statutory requirements.
  

• Property Practitioners
  
• Leasing Brokers
  
• Legal Advisors
  
• Operations Managers
  
• CEO and Executive Team
  

• Preparation of property valuation reports.
  
• Compilation of presentations and reports.
  
• Meeting coordination and minute-taking.
  
• Document management and filing.
  
• Data capturing and system updates.
  
• Maintaining lease and tenant records.
  
• Assisting with ad hoc projects and special assignments.
  
• Managing correspondence and stakeholder communication.
  
• Ensuring reporting and management deadlines are met.
  

• Assist with maintaining Company's LinkedIn, Facebook and other social media platforms.
  
• Schedule and publish approved content.
  
• Coordinate property marketing campaigns with brokers and operations teams.
  
• Assist in preparing marketing brochures, newsletters and promotional material.
  
• Update property listings and vacancy information.
  
• Monitor social media enquiries and ensure timely escalation to the appropriate team members.
  
• Maintain marketing databases and content libraries.
  

• Property owners and clients
  
• Tenants
  
• Service providers
  
• Contractors
  
• Municipal and regulatory authorities
  
• Internal departments
  
• All interactions must be professional, responsive, accurate and aligned with company standards.
  

• Identify opportunities to improve leasing administration processes.
  
• Assist with digital transformation and automation initiatives.
  
• Maintain electronic filing systems and document management standards.
  
• Improve consistency, efficiency and quality across leasing administration processes.
  
• Contribute ideas that reduce costs, save time and improve service delivery.
  

Requirements