Leader, Leasing and Business Operations

The University Health Network, where "above all else the needs of patients come first", encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of "Transforming lives and communities through excellence in care, discovery and learning", the University Health Network (UHN), Canada's largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

POSITION: Leader, Leasing and Business Operations
SITE: 67 College, All Sites
DEPARTMENT: FM-PRO, Business Operations
REPORTS TO: Director of Leasing
SALARY/RATE: Based up Experience
STATUS: Permanent full time
Posted Date: January 13, 2025
Closed Date: January 27, 2025

Position Overview

The Leader will oversee UHN's Leasing, Lease Administration, and Operations, managing a diverse portfolio of over 2 million square feet. The role involves the development and execution of both offsite office leasing strategies and onsite retail leasing strategies. The Leader will be accountable for leasing activities and operations related to commercial, medical, office, retail, and residential projects. A key part of this role is to continuously improve processes, ensuring effective collaboration with relevant UHN stakeholders.

Key Responsibilities

Leasing General Duties

• Assist the Director in managing all aspects of commercial office, residential leasing, licenses, and related legal documents (e.g., Estoppels, Acknowledgment and Direction, etc.).
• Recommend and negotiate new lease offers and licenses for approval.
• Draft Offers to Lease and Lease Documents using UHN's Lease Templates.
• Collaborate with UHN Legal to ensure leasing templates are up-to-date and aligned with market standards.
• Ensure all lease and lease commitment documents are executed in accordance with UHN's Signing Authority and Delegation Policy.
• Work with the Director and external legal counsel to secure property tax exemptions and refunds for UHN-owned properties and offsite leases.
• Assist the Director in managing key dates and timelines (e.g., lease renewals/expiries) and provide notifications as necessary.
• Ensure timely payments for rent, CAM (common area maintenance), and property taxes in accordance with lease terms.
• Work cross-functionally with various departments and stakeholders as required.
• Maintain procedures related to leasing, including Tenant Rules and Regulations.
• Manage landlord-tenant disputes and escalate as needed.
• Liaise with FM-PRO for construction-related matters concerning leased spaces.
• Ensure accurate tracking and recording of offsite leasing deals using leasing software.
• Perform site visits as necessary.

Operational Duties

• Collaborate with team members and third-party property managers to ensure properties are managed in accordance with business plans and within budgetary constraints.
• Work closely with the Business Operations team to manage tenant space turnovers, move-ins, build-outs, and ensure accurate leasing projections.
• Partner with the Finance team to prepare and manage annual operating budgets, including revenue, expense control, capital plans, and variance reporting.
• Prepare various consolidated reports (e.g., annual budgets, monthly reports, quarterly reports, variance reports).
• Review tenant billings and year-end adjustments for accuracy and compliance with lease terms.
• Approve and process purchase orders in line with established thresholds.
• Develop and maintain strong relationships with tenants to ensure superior tenant relations, both personally and through the on-site team.
• Oversee responses to after-hours tenant emergency requests and ensure quality service.
• Manage tenant work to ensure compliance with building standards, including final inspections.
• Collaborate with Building Operators to ensure efficient property operations and compliance with safety/maintenance standards, while implementing cost-saving initiatives.
• Work with third-party property managers to periodically tender service and maintenance contracts in accordance with UHN policies.
• Oversee the collection and review of tenant insurance certificates to ensure compliance with lease requirements.
• Liaise between user groups and landlords for daily operations and ad-hoc needs.
• Coordinate with external contractors and suppliers.

Presentations and Internal Communications

• Prepare presentations, business cases, and recommendations for discussion with UHN leadership and the Director.
• Assist the Director in preparing presentations for the Real Estate Advisory Committee and other committees as needed.

Parkdale Residential Properties and Housing Initiatives

• Effectively manage 13 residential properties in Parkdale in collaboration with an external property manager.
• Declare property occupancy to the City of Toronto and ensure compliance with vacant home tax requirements.
• Collaborate with Social Medicine, the City of Toronto, and other stakeholders to support Parkdale housing initiatives.
• Work with the City of Toronto and external partners to assist with housing initiatives as directed by UHN leadership.

Other Duties as Required

• Perform cross-functional or other duties consistent with the job classification, as assigned.
• Contribute to corporate initiatives that support UHN's mission, values, and goals.

Represent UHN on internal committees and in external collaborations, workshops, etc.

• At minimum completion of a bachelor's degree in Business or related field or recognized equivalent required.

EXPERIENCE

• At minimum 5 years of progressive, practical and related experience.
• Experience with Lease negotiations with Landlords and Tenants is required.
• Experience in both asset classes Office and Retail preferred.
• Ontario Real Estate Area License is considered an asset but not required.
• Experience in the healthcare sector or the public sector is an asset.
• Excellent written and verbal communication skills, including presentation skills required.
• Excellent problem solving skills and ability to manage complex relationships is required.
• Excellent knowledge of negotiation skills is required.
• Excellent organization and time management skills.
• Ability to negotiate in a matrix environment; adaptability and flexibility.
• Ability to implement changes and work effectively in a high-pressure environment.

Why join UHN?

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive compensation & benefits (medical, dental, etc.)
• HOOPP defined benefit pension plan
• Wellness services & offerings
• Close access to the TTC and UHN shuttle service
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.