Senior Manager, Lease Administration
About The Position
Reporting to the Director, Real Estate Transactions & Lease Administration, the Senior Manager, Lease Administration oversees the full lifecycle of lease administration for a national commercial real estate portfolio of more than 130 locations. This role ensures the accuracy and integrity of lease data, manages financial reconciliations and rent presentment processes, mitigates operational and financial risk, and provides strategic insights that guide budgeting, governance, and portfolio decision making. You will collaborate extensively with Finance, Legal, Facilities Management, Construction, and external service providers, acting as the organization’s subject matter expert on lease obligations, operating expenses, critical dates, and recoveries. This role is ideal for a highly analytical leader who thrives in a fast paced environment and can elevate standards, improve processes, and lead a high performing team.
Requirements
- 10+ years of experience in lease administration or property accounting, with deep knowledge of commercial lease structures and operating cost allocations.
- Proven experience managing CAM/operating expense/property tax reconciliations and rent presentment processes.
- Strong analytical, problem solving, and negotiation skills with the ability to navigate complex financial and compliance issues.
- Excellent communication skills and ability to produce executive level reporting.
- Proficiency with lease administration systems and financial review processes.
- Bachelor’s degree in Real Estate, Business, Accounting, Finance, or related field
Nice To Haves
- designations such as CPM, RPA, or CCLFP are assets
Responsibilities
- Oversee lease abstraction, data integrity, and document management across all platforms, ensuring information is accurate, complete, and aligned with policy and industry standards.
- Manage critical dates (renewals, expiries, options, terminations) and ensure timely internal actions.
- Interpret lease agreements and amendments to support accurate billing, rent payments, and compliance.
- Lead monthly rent presentment, invoice validation, and financial controls to ensure accurate, timely payment of all landlord charges.
- Oversee operating cost, CAM, and property tax reconciliation reviews; identify material variances and escalation risks.
- Track year end reconciliations, request documentation, and engage landlords to resolve discrepancies.
- Provide Finance with accurate occupancy cost data and forecasting support.
- Lead the desktop operating cost audit program, including management of third-party consultants and audit selection based on risk criteria.
- Maintain audit pipeline and reporting; document findings, recoveries, and follow up actions.
- Partner with Facilities Management, Construction, Finance, Legal, and external teams to ensure operational activities align with lease obligations and portfolio strategy.
- Manage estoppel processes, support tax appeal tracking, and ensure accurate internal reporting.
- Provide insights to support governance, budgeting, and long-term planning.
- Negotiate with landlords to resolve disputes related to excessive budget increases, incorrect reconciliations, or lease‑noncompliant charges.
- Act as the primary escalation point for complex financial or compliance issues with landlords.
- Fulfill quarterly compliance testing requirements and respond to audit requests for information.
- Lead and mentor the lease administration team, providing coaching, workload management, and development opportunities.
- Ensure adherence to SOPs and best practices; champion a culture of accuracy, accountability, and continuous improvement.
- Manage relationships with external consultants and service providers
Benefits
- competitive base salary
- performance-weighted bonus
- education/career support
- option to join Employee Share Purchase Plan with employer matching component
- competitive health and dental coverage
- flexible plan for you and your family
- short-term & long-term disability plans
- voluntary Group RRSP enrolment with employer matching component
- paid volunteer days
- competitive time off
- 10 wellness days off
- WorkPerks discount program
- hybrid & flex work arrangements
- living our core values: Be a Team, Be Accountable, Be Better
- engaging with community through Business Resource Groups (BRG communities are volunteer employee-led groups formed around a common interest, identity, or background)
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What This Job Offers
Job Type
Full-time
Career Level
Senior
