Leasing Administrator

About the Role:

Fitzrovia is seeking to hire a Leasing Administrator to join our Leasing team. The role involves supporting the Leasing Managers, Team Leads, Leasing Associates and Property Management teams across an assigned portfolio of buildings with various administrative tasks, including lease renewals, statutory notices, move-in and move-out documentation, realtor and broker administration, and leasing reporting. This position offers a great opportunity for a driven and ambitious professional to advance their career in the real estate sector.

At Fitzrovia, we pride ourselves on being an entrepreneurial and innovative organization, which makes this role well suited for a candidate looking to roll up their sleeves, work hard, and help shape a new function from the ground up.

As we are a highly collaborative team, the successful candidate will be required to work with our various teams on-site and at head office.

This posting is for a new position. The salary range for this position is $65,000 to $70,000, based on skills and experience. Our total rewards program recognizes performance, supports well-being, and encourages growth by offering paid vacation and personal days, comprehensive benefits, wellness and mental health resources, and a generous professional development allowance.

Fitzrovia uses AI-enabled tools to assist in screening and assessing applications. Final hiring decisions are made by Fitzrovia’s hiring team.

Key Responsibilities:

Lease Renewals & Statutory Notices

• Manage the lease renewal cycle for assigned buildings, including preparing and issuing renewal packages, following up with residents, and filing executed documents within the mandated timeframes
• Maintain renewal trackers and provide status reports to the leasing team and head office
• Refer declines and negotiation requests to the Leasing Managers/Team Leads, and process approved concessions and revised offers
• Liaise with the Property Manager regarding residents who are undecided or not renewing, and hand off confirmed move-outs to the turnover process
• Prepare and serve statutory rent increase notices, including signatures, filing and distribution
• Process lease terminations through the appropriate N forms and communicate month-to-month conversions to the Property Management teams

Move-In & Move-Out Documentation

• Prepare and distribute welcome correspondence to incoming residents
• Ensure all move-in requirements are received and recorded, including rent and deposits, current tenant insurance certificates in compliance with the lease agreement and utility set-up
• Distribute the upcoming move-in schedule to Property Management, concierge and maintenance and communicate any last minute changes
• Process notices to vacate, including filing notices, sending move-out instructions, collecting forwarding and refund details, and scheduling move-out inspections with the site team

Realtor, Broker & Referral Administration

• Alongside the Leasing Managers/Team Leads, track and report Broker conversions to the broader group
• Administer realtor commission and referral documentation and invoicing through to payment

Trackers, Reporting, Files & Compliance

• Maintain leasing trackers and parking and locker records for assigned buildings to a consistent portfolio standard
• Provide weekly leasing reports and ad hoc reporting as required
• Ensure all leasing forms, templates, addenda and disclosures are current and in compliance with legislation and company policy
• Coordinate system support requests on behalf of the leasing team

Cross-Portfolio & Team Collaboration

• Apply jurisdiction-specific tenancy legislation accurately
• Liaise with on-site Leasing Managers/Team Leads, Leasing Associates and Property Managers to ensure consistent processes across the assigned portfolio
• Escalate renewal negotiations and resident matters to the appropriate party when needed (i.e., Property Management, Leasing)
• Contribute to the continuous improvement of administrative processes across the portfolio
• Execute on other general and administrative duties as required by the Leasing Manager/Team Leads and other members of the team to ensure efficient leasing operations

Qualifications and Experiences:

• Bachelor’s degree, Diploma or Certificate in Real Estate, Hospitality, Business, Administration or related discipline considered an asset
• 1-3 years of experience in a leasing administration, property administration or high-volume administrative role, ideally in residential rentals
• Working knowledge of Ontario Landlord and Tenant Board (LTB) leasing forms
• Excellent and confident communication, both oral and written
• Superior attention to detail and organizational skills
• Computer literacy and comfort using / learning new programs and systems. Strong Excel skills are required
• Proficiency in Yardi and RentCafe is required / strongly preferred
• Bilingual (English/French) will be considered an asset
• Ability to manage a high volume of transactional work across a portfolio of buildings with accuracy and consistency
• Ability to work well under pressure and within tight deadlines
• Self-motivated, curious, responsive, and result driven

Why Fitzrovia:

Fitzrovia is a vertically integrated development and asset manager focused on Class-A and vintage-style apartment buildings across the Greater Toronto Area (GTA) and Montreal. Fitzrovia provides best-in-class development, construction, property and asset management with a focus on design, active lifestyle management and exceptional customer service.

Fitzrovia partners with public institutions, pension funds and high net worth investors who have a bias towards long-term cash flow generating assets. The company is the largest developer of purpose-built rental apartments in Canada with over $9 billion of assets under management.

We focus on our people and our culture, and offer a competitive salary, benefits, and career development opportunities. Fitzrovia’s commitment to hospitality is at the core of our DNA. To learn more about Fitzrovia, our people and our properties, visit www.fitzrovia.ca.

Fitzrovia is an equal opportunity employer and is committed to creating an inclusive environment for all our employees. If you require reasonable accommodation during the recruitment process, please reach us at [email protected].