Lease Administrator - Future Opportunities

BGIS; Markham; On-site; CAD 54,185 - 67,732; Full time

Job summary

BGIS is a leading provider of facility management and real estate services. The Lease Administrator in Markham abstracts lease information and maintains data integrity in the lease management system, ensuring timely rent processing for landlords and tenants.

The role supports lease budgets, prepares reports, and coordinates with FM, Project and Finance teams to manage critical dates and landlord/tenant relationships. A community college diploma and 3–5 years in commercial leases are required.

Qualifications

• Community college diploma in accounting, business administration or law clerk studies.
• 3–5 years of commercial lease abstraction or property administration experience.
• Knowledge of commercial real-estate lease agreements and lease management systems.
• Ability to interpret and abstract lease information with strong attention to detail.

Responsibilities

• Reviews lease agreements and abstracts key information such as provisions, dates and financials.
• Enters and maintains lease data in the lease management database with accuracy.
• Reviews landlord invoices and processes monthly rent payments.
• Prepares rent roll/reports; adjusts rent and issues retroactive payments as needed.
• Reviews escalations and year-end statements for operating costs and taxes.
• Generates reports and assists with due diligence and budgets.

Skills

Attention to detail

Data entry

Analytical skills

Education

Diploma in accounting or business administration or law clerk studies

Tools

Lease management software

MS Excel

Job description

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6,500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at www.bgis.com.

Summary

The Lease Administrator is responsible for abstracting key information from lease agreements, entering and maintaining the integrity of lease data within the lease management database, and collecting and paying monthly rental payments on behalf of landlords and tenants.

Key Duties & Responsibilities

Lease Abstraction

• Reviews lease agreements and abstracts key information including lease provisions, clauses, options, critical dates, property information (e.g., square footage), business, legal and financial agreements, and obligations.
• Enters and maintains lease agreement information within the lease management database, ensuring data integrity.

Rent Payment Processing

• Reviews and validates landlord invoices to ensure compliance with the lease.
• Processes monthly rent payments to landlords and ad‑hoc payments on behalf of the client.
• Prepares monthly rent roll/rent change reports, makes adjustments to rent information, and issues retroactive payments to reflect changes in rent (including operating costs, base rent, realty taxes, etc.).
• Prepares and provides reports to managers and/or clients.

Additional Rent Review

• Conducts review of landlord annual escalations (operating costs, budget increases, realty taxes) proposed by the landlord, ensuring charges comply with the lease agreement, and requests supporting documentation where required.
• Conducts review of landlord year‑end statements for actual operating costs and realty taxes, performs desk‑top audit, and requests supporting documentation for variances.
• Provides a complete package for manager’s review.

Lease Management

• Provides non‑legal lease interpretation on lease clauses to clients, FM & Project Team, Internal and External Transaction Team.
• Reviews and recommends estoppel certificates for approval.
• Tracks and reviews tenant insurance certificates.
• Interacts with FM & Project Team on operational matters.
• Manages landlord/tenant relationships.
• Manages critical dates to ensure all tenant critical dates are tracked.
• Generates reports as required (KP1, critical dates, options to terminate).
• Provides due diligence on landlord/tenant change of ownership.
• Manages percentage rent and CPI.
• Prepares lease budgets and forecasts on a monthly/yearly basis.
• Reconciles tenant/landlord accounts to ensure accurate billings/payments per the lease agreement.

Additional Lease Management

• Provides support to multiple client lease management portfolios.
• Works with Lease Administration Director to improve and enhance existing processes and reporting.
• Works with internal Transactions Management, Facilities Management and finance groups to provide all necessary lease information as required.

Knowledge & Skills

• Community college diploma preferably in accounting, business administration or law clerk studies.
• 3 to 5 years of commercial lease abstraction or property administration work experience.
• Knowledge and experience with commercial real‑estate lease agreements.
• Prior experience with lease management systems.
• Ability to interpret and abstract lease information.
• Ability to process volumes of data requiring strong attention to detail and accuracy.
• Proficient with MS Excel (PIVOT tables, VLOOKUPs, shortcuts, etc.) and ability to learn new management information systems quickly.

Licenses and/or Professional Accreditation

• Real Property Administrator Designation, an asset.
• Facility Management Administrator Designation, an asset.
• Bilingual, an asset.

This is a regular, full‑time position with a salary range of $54,185–$67,732 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.