Senior Director Lease Administration

Colliers International•WFH Ontario, ON

22h•CA$133,730 - CA$155,000•Remote

About The Position

The Senior Director, Lease Administration, is responsible for managing Lease Administration resources (including direct report HR functions), client implementations, client and vendor relationships, centralizing, establishing and producing schedules, reports and communication plans, as well as process flow for their assigned Lease Administration team. In tandem, the LA Manager will perform lease administration services on their assigned account(s). Manage large teams 10+ and grow and develop teams. Familiar with accepted hiring and employment practices. Responsible for workforce planning, succession planning, retention strategies and performance management frameworks. Review and validate team allocations and alignment to contractual scope of work and client’s expectations. Manage team workloads ensuring equitable distribution. Provide quality control within the database to identify errors and inconsistencies. Ability to create, edit, and run reports in most Lease Administration databases. Mentor and train Lease Analysts on key lease administration duties. Interpret complex commercial lease language and attend to details. Oversee lease abstraction, translation and quality control process for assigned account(s). Assist in account transitions and setup as appropriate. Make sure quarterly maintenance of account process, procedures and playbooks. Ensure timely and accurate abstraction or input of all rental obligations related to leases and all other important lease information. Understand client business objectives, real estate portfolio strategy, and service expectations. Maintain thorough understanding of client agreements for team accounts including boundaries of scope of work, fee structure, billing frequency and payee information. Ensure this information has been correctly entered into and maintained as a client contract in WorkTrac. Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports. Oversee development and maintenance of strong client governance programs such as reporting cadence, communication methods, business reviews, etc. Drive toward achieving a net promoter score representative of strong service delivery and client relationships. Manage client escalations and ensure timely resolution of issues. Proactively identify account related risks and oversee appropriate mitigation strategies and management through solutions. Oversee and ensure global team is delivering services per the client specific process and contract. Manage assignments and delegation of database management tasks to global team members. Support RFI and RFP response development including pricing, presentation decks, etc. Participate in presentations to new or existing clients for new business pitches. Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions. Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment. General understanding of AI technology and openness to adapting to the evolution of technology. Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts. Provide final QC for abstraction process as may be required for assigned accounts. Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc. Ability to review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions. Ensure accounts reconciled with outstanding balances and ensure dispute resolution. Ability to assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges. Ability to review and validate Consumer Price Index adjustments as provided in legal documents. Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data. Responsibility for revenue growth, profitability targets, account P&L management, pipeline development, cross-selling / organic growth targets. Track and ensure account contracts are current and renewed in a timely manner. Confirm and approve monthly client billing. Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process. Track A/R for assigned clients and escalate to appropriate parties. Knowledge of Lease Administration scope of services, master service agreement and intercompany contractual review and development in partnership with Colliers legal, risk and security teams. Develop and maintain tracking method for team workloads and assignments and provide refreshed gearing annually. Lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnership with Technology, Global COE Partnerships, etc. Other duties as assigned.

Requirements

Bachelor’s degree in business, accounting, real estate, or similar field preferred.
At least 10 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields, having worked in either (or both) the Landlord or Tenant sector.
Minimum of 7 years of people management/leadership experience.
Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management database systems.
Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure.
Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).
Thorough knowledge of FASB/IFRS accounting rules and general accounting principles preferred.
Must be effective and have successful track record of working independently, preferably remotely.
Possess strong time management skills.
Applicants must be currently authorized to work in Canada on a full-time basis.
The employer will not sponsor applicants for work visas.

Nice To Haves

General understanding of AI technology and openness to adapting to the evolution of technology.

Responsibilities

Manage Lease Administration resources, including direct report HR functions.
Oversee client implementations, client and vendor relationships.
Centralize, establish, and produce schedules, reports, and communication plans.
Manage process flow for assigned Lease Administration team.
Perform lease administration services on assigned account(s).
Manage large teams (10+), grow and develop teams.
Responsible for workforce planning, succession planning, retention strategies, and performance management frameworks.
Review and validate team allocations and alignment to contractual scope of work and client’s expectations.
Manage team workloads ensuring equitable distribution.
Provide quality control within the database to identify errors and inconsistencies.
Create, edit, and run reports in most Lease Administration databases.
Mentor and train Lease Analysts on key lease administration duties.
Interpret complex commercial lease language and attend to details.
Oversee lease abstraction, translation, and quality control process for assigned account(s).
Assist in account transitions and setup.
Ensure quarterly maintenance of account process, procedures, and playbooks.
Ensure timely and accurate abstraction or input of all rental obligations related to leases and all other important lease information.
Understand client business objectives, real estate portfolio strategy, and service expectations.
Maintain thorough understanding of client agreements for team accounts, including boundaries of scope of work, fee structure, billing frequency, and payee information.
Ensure client contract information is correctly entered into and maintained in WorkTrac.
Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.
Oversee development and maintenance of strong client governance programs (e.g., reporting cadence, communication methods, business reviews).
Drive toward achieving a net promoter score representative of strong service delivery and client relationships.
Manage client escalations and ensure timely resolution of issues.
Proactively identify account-related risks and oversee appropriate mitigation strategies and management through solutions.
Oversee and ensure global team delivers services per client-specific process and contract.
Manage assignments and delegation of database management tasks to global team members.
Support RFI and RFP response development, including pricing and presentation decks.
Participate in presentations to new or existing clients for new business pitches.
Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues, and determine appropriate actions.
Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.
Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.
Provide final QC for abstraction process as may be required for assigned accounts.
Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.
Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.
Ensure accounts are reconciled with outstanding balances and ensure dispute resolution.
Assist with monitoring, reviewing, and approving all Rent, CAM, Operating Expense, Tax, and Insurance payments to Landlords, including reviewing leases to ensure accuracy of all charges.
Review and validate Consumer Price Index adjustments as provided in legal documents.
Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.
Responsibility for revenue growth, profitability targets, account P&L management, pipeline development, cross-selling / organic growth targets.
Track and ensure account contracts are current and renewed in a timely manner.
Confirm and approve monthly client billing.
Ensure all pass-through expenses are billed in accordance with contract and internal process.
Track A/R for assigned clients and escalate to appropriate parties.
Knowledge of Lease Administration scope of services, master service agreement, and intercompany contractual review and development in partnership with Colliers legal, risk, and security teams.
Develop and maintain tracking method for team workloads and assignments and provide refreshed gearing annually.
Lead key program initiatives such as Best Practice tracking, Case Study Development, AI partnership with Technology, Global COE Partnerships, etc.
Other duties as assigned.