Senior Lease Administrator

The Aldo Group Inc / Le Groupe Aldo Inc.•Montreal, QC

28d

About The Position

The Senior Lease Administrator reports directly to the Manager, Lease Administration and plays a key role in ensuring the accuracy, compliance, and financial integrity of the company’s retail lease portfolio. This position is responsible for administering approximately 384 retail leases, reviewing landlord billings, auditing year-end recovery charges, maintaining critical lease and financial data in Lucernex, and supporting rent payment processes in partnership with Finance and Accounting. The role supports effective lease administration by maintaining accurate lease records, validating rent and occupancy-related charges, identifying potential savings opportunities, and helping resolve landlord billing discrepancies. The Senior Lease Administrator also provides analytical and operational support for real estate initiatives, financial reporting, occupancy budgets, rent commitment reviews, accruals, and portfolio-related projects.

Requirements

Bachelor’s degree in Real Estate, Finance, Business, or a related field preferred.
Minimum of 3 to 5 years of experience in financial analysis, financial reporting, lease administration, or a related function.
Extensive experience in retail real estate administration, including the management of a large lease portfolio.
Strong knowledge of North American retail lease structures, lease compliance requirements, and real estate administration best practices.
Demonstrated expertise in lease auditing, landlord billing review, financial analysis, account reconciliation, and recovery charge validation.
Advanced proficiency in Microsoft Excel, with strong working knowledge of Microsoft Word and PowerPoint.
Experience using Lucernex or similar real estate administration software.
Strong accounting, analytical, problem-solving, and organizational skills.
Excellent written and verbal communication skills

Nice To Haves

High attention to detail and accuracy in lease and financial data management.
Strong ability to interpret lease language and apply contractual terms to billing and payment reviews.
Collaborative approach when working with landlords, Finance, Accounting, Real Estate, and internal stakeholders.
Ability to identify risks, billing discrepancies, and cost-saving opportunities within a large retail lease portfolio.
Commitment to continuous improvement, system knowledge, and lease administration best practices.

Responsibilities

Maintain lease administration processes and ensure accurate, complete, and timely lease data management.
Abstract critical lease information, key dates, monetary obligations, and financial terms into Lucernex.
Set up and maintain monthly rent payments and year-end recovery invoice payments in coordination with Finance and Accounting.
Audit monthly landlord billings, year-end recovery invoices, rental step-ups, and occupancy-related charges to ensure compliance with lease terms.
Review landlord statements of account, reconcile outstanding balances, and support the resolution of rent payment or billing issues.
Identify savings opportunities within lease language and dispute landlord overcharges where appropriate.
Communicate with landlords to obtain missing supporting documentation, clarify significant billing variations, and validate increases.
Compare new estimated charges and step-ups against prior actuals to assess reasonableness and request landlord justification for significant variances.
Support the Manager with weekly check runs, annual occupancy budget reviews, rent commitment reports, and monthly accrual preparation.
Assist with financial analysis for potential stores, portfolio initiatives, divisional projects, and real estate-driven strategic initiatives.
Review and approve landlord estoppel certificates in accordance with internal requirements and lease documentation.
Manage the New York Excise Tax payment process.
Participate in training related to lease administration best practices, Lucernex updates, system upgrades, and process improvements.
Contribute to the development and achievement of annual goals and objectives.