Lease Administration Coordinator
Franchise Management Inc.
Woodstock, NB
Job Details:
The Franchise Management Group of Companies (FMI) is one of the largest restaurant franchisees in North America. We currently own and operate more than 400 Pizza Hut, KFC, Taco Bell, Burger King, and Panera Bread locations across 20 different provinces and states. With presence in all 10 provinces and 11 states, FMI is proud to employ over 6,500 people. All operations are administered from our Support Center in Woodstock, New Brunswick.
The Lease Administration Coordinator will be responsible for the preparation, coordination, administration and execution of commercial lease documentation using approved templates and standard forms, including proposals, new leases, renewals, amendments, assignments, consents, notices and other related documentation. The position will also support the administration of our leases throughout their lifecycle, including maintaining accurate lease records and system data and working closely with Legal, Operations, Property Management, Development, Finance and other internal and external stakeholders. This position will report directly to our Manager of Commercial Leasing and Property Administration.
What Will You Do?
The primary responsibilities of the Lease Administration Coordinator include, but are not limited to, the following:
- Manage lease files from the offer stage through execution of the final lease documentation.
- Prepare and coordinate leases, renewals, amendments, assignments, consents, notices and other commercial lease documentation using approved forms and templates.
- Coordinate signatures, approvals and execution of lease documentation and proactively follow up with the relevant stakeholders to keep matters moving.
- Abstract executed lease documents and accurately maintain key lease information, financial terms, rent schedules, notice requirements and critical dates within LeaseQuery or other applicable lease administration systems.
- Maintain complete and accurate electronic lease files, including executed agreements, approvals, correspondence, lease abstracts and supporting documentation.
- Ensure lease documentation and records are maintained in accordance with FMI's document-management and records-management requirements.
- Track lease expiries, renewal and termination periods, rent adjustments, notice periods and other recurring or critical obligations.
- Maintain rent schedules and reports and assist with the administration of recurring rent and other occupancy charges.
- Conduct an initial review of routine landlord invoices, operating-cost reconciliations, property-tax charges and other additional-rent items against the applicable lease documentation.
- Maintain property-tax records and related lease and property information.
- Monitor and organize the leasing inbox, acknowledge and route requests, maintain open-item tracking and follow up on outstanding documentation and administrative matters.
- Ensure fully executed documentation and relevant lease information are distributed to Finance, Operations, Property Management and other required departments.
- Prepare and maintain critical-date reports, lease-status reports, documentation metrics and other lease-administration reporting.
- Escalate material discrepancies, missed or uncertain deadlines, lease interpretation issues, disputes, defaults, and other matters as appropriate.
- Perform other related duties as required.
What Will You Bring to the Role?
The successful candidate should have a sound understanding of commerical lease documentation, commercial real estate terminology and the lease-administration process. The candidate should also have:
- Strong organizational and administrative coordination skills;
- Excellent attention to detail and a high regard for accuracy and confidentiality;
- The ability to manage a high volume of files and competing priorities independently;
- The ability to read and understand commercial lease provisions and accurately administer the resulting obligations;
- Strong written and verbal communication skills;
- Strong analytical, problem-solving and critical-thinking abilities;
- Proficiency with Microsoft Office, specifically Excel;
- Experience with lease-administration or document-management systems, such as LeaseQuery, as an asset; and
- French/English bilingualism as an asset.
Why Work for FMI?
- You'll surround yourself with a team whose members are committed to being the best at what they do.
- You'll have a flexible work environment.
- You can enroll in our comprehensive benefits package and RRSP contribution plan.
- You'll enjoy quarterly meals cooked by our Leadership Team, as well as monthly events for all staff!
- Career growth, development, and continuous learning opportunities within a positive and inclusive work culture.
- Opportunity to be involved in FMI events that give back to our community.
- Perkopolis discounts for various vendors across Canada and Discounts at all our brands.
- Educational assistance plan & Bursary Program.
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