Retail Lease Administration & Operations Specialist

Saje Natural Wellness • Toronto, ON

1d • Hybrid

About The Position

The Retail Lease Administration & Operations Specialist is responsible for lease administration, including tracking and executing renewals and options, maintaining accurate lease data and critical dates, managing rent payment reporting and retail offsite leases, and coordinating with Legal, Insurance, landlords, subtenants, vendors, and internal teams as needed. All Saje Team Members are responsible for contributing to Saje’s culture and maintaining a positive environment for themselves and their peers.

Requirements

• Experience in lease administration, real estate operations, real estate accounting, or financial operations, with experience supporting a retail real estate portfolio.
• Demonstrated experience managing lease data, abstracts, critical dates, rent schedules, renewals, amendments, and compliance documentation.
• Strong working knowledge of rent payment processing, reconciliations, and forecasting, with experience preparing monthly rent files and occupancy forecasts.
• Experience supporting or coordinating lease renewals and amendments, including reviewing proposals, flagging financial or contractual risks, and partnering with cross‑functional stakeholders (e.g., Legal, Finance, Insurance).
• Comfortable administering subleases, including invoicing, collections tracking, and stakeholder communication across jurisdictions (Canada and/or U.S. exposure an asset).
• Proven ability to manage recurring monthly deliverables and multiple deadlines with a high attention to detail.
• Advanced Excel skills (e.g., lookups, pivots, forecasting models); experience working with ERP or lease management systems strongly preferred.
• Strong written and verbal communication skills, with the ability to interact professionally with landlords, vendors, brokers, and internal partners.
• Highly organized, proactive, and able to work independently while contributing to a collaborative, cross-functional team environment.
• Passion for natural wellness and alignment with Saje’s values and purpose.

Nice To Haves

• Experience supporting retail operations or multi-location environments is an asset.

Responsibilities

• Support the full portfolio of Saje leases by maintaining accurate lease data, critical dates, key financial terms, payment amounts, contractual obligations, and related forecasts.
• Be responsible for retail lease renewals in partnership with the Director, Retail Operations and external leasing partners by reviewing and benchmarking renewal/amendment proposals against existing contracts, flagging risks, discrepancies, and negotiation options, and coordinating required changes with Legal and Insurance to improve store productivity.
• Maintain renewal trackers and status reporting, ensuring executed documents are distributed to stakeholders and lease records/forecasts are updated promptly.
• Produce monthly rent payment files, ensuring charges align to lease terms and abstracts and include any one-time or ad-hoc billings.
• Maintain a 12-month rolling rent and occupancy forecast by validating inputs against lease terms and updating assumptions as changes occur.
• Submit monthly sales reports to landlords on time and in the required format, in accordance with lease reporting requirements.
• Administer subleases by serving as the primary subtenant contact, issuing annual charges, and tracking/collecting monthly payments for both Canadian and U.S. entities.
• Maintain vendor compliance documentation by keeping Certificates of Insurance (COIs) current for each location and tracking required state/provincial items (e.g., business licenses).
• Provide general Retail Operations administrative support and coordination where needed to enable store productivity.
• Support insurance claim administration as needed by preparing required documentation and following up on applicable reimbursements.
• Contributes to a team environment where all Team Members consistently experience a sense of belonging and inclusion.

Benefits

• Annual bonus program
• A hybrid way of working
• Flexible work hours based on business needs
• Wellness days
• Health benefits - comprehensive health, vision and dental packages
• Paid sick days
• Generous product discount
• Full onboarding plan and onboarding buddy
• Employee Assistance Program - 24/7 support, resources, and information available to you and your family
• GRSP matching programs
• Paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees