Real Estate Administrator

Role Overview

• Maintain a comprehensive database of all leases, license, and access agreements associated with land rights.
• Ensuring accurate and up-to-date documentation of agreements, including terms, conditions, and renewal dates.
• Ensure timely payment of rent and adherence to financial obligations outlined in the agreements.
• Process vendor invoices and payment requests promptly, including the processing of IRFs (Invoice Requisition Forms) and PRFs (Payment Request Forms).
• Monitor compliance with obligations under the agreements and take necessary actions to rectify any discrepancies.
• Managing incoming property acquisition requests from internal and external clients and coordinating the associated workflow.
• Experience in obtaining/verifying property and landowner data/information via GeoWarehouse and Teranet.
• Drafting, reviewing, and tracking documents related to property acquisition projects, ensuring proper completion and compliance.
• Organizing, filing, and maintaining property-related documentation, following established structure and data integrity protocols.
• Prepare monthly reports, including PR/PO reports, project reports, and any other relevant documentation.
• Provide formal notices such as renewals, construction notifications, and other relevant communications as required by the agreements.
• Gather, organize, and compile notices from the Clients related to land rights and agreements.
• Review and escalate City of Toronto notices of applications, zoning changes, Official Plan documents, as necessary.
• Updating and maintenance of property database application (ARCHIBUS) including the filing and uploading of drawings, agreements, correspondences, notifications, and other documents.
• Provide external-facing customer support for inquiries and requests related to land rights agreements.
• Maintain accurate records of all activities and communications related to land rights agreements.
• Address ad-hoc issues that arise in relation to the agreements and ensure timely resolution.

Requirements

• Bachelor’s degree in business administration, Real Estate Management, or a related field preferred.
• Minimum of 3 years of practical experience in administrating, coordinating, and managing land and property data and documentation for right-of-way and/or utility-scale projects.
• Proficiency in ARCHIBUS or similar property database & document management software is highly desirable.
• Excellent communication skills, both written and verbal.
• Strong attention to detail with a focus on the professional appearance of datasets and presentation materials.
• Ability to prioritize tasks effectively and work efficiently in a fast-paced environment.
• Strong problem-solving skills, critical thinking, and ability to handle challenging situations with professionalism.
• Familiarity with the regulatory environment related to land rights and agreements is an asset.
• Proficient in Microsoft Office Suite, particularly Word and Excel (intermediate level or higher).
• Experience or familiarity with GIS systems and SAP enterprise solutions is considered an asset.