Senior Lease Administrator

OVERVIEW

We are seeking a highly organized and proactive Lease Administrator to manage the day-to-day administration of our retail lease portfolio. This role will serve as the key liaison between the Accounting, Legal, Real Estate and outside Property Managers to ensure all lease documents are accurately maintained, payments are made, and lease terms are enforced.

RESPONSIBILITIES  

Lease Administration and Financial Management

• Review reoccurring lease payment obligations, one-time invoices, and annual reconciliations to ensure charges are accurate and consistent with lease terms. Challenging discrepancies and tracking recoveries through resolution.
• Partner with accounting teams to establish payment schedules, ensure timely processing, investigate missed or incorrect payments, and resolve outstanding landlord balances.
• Coordinate vendor setup and maintenance to support accurate and timely payments.
• Manage tenant improvement allowance collections, including submission requirements, supporting documentation, claim deadlines, and reporting on outstanding balances.
• Generate financial and portfolio reports to support budgeting, forecasting, and business decisions.

Lease Management and Critical Dates

• Review lease abstracts and amendments for accuracy and completeness, working with the abstraction and accounting teams to maintain the lease database.
• Communicate lease executions, amendments, and material lease terms to relevant internal teams.

Communications and Issue Resolution

• Manage the lease administration inbox and landlord inquiries, prioritize time-sensitive communications, and track issues through resolution.
• Investigate landlord account discrepancies and communicate with landlords to resolve issues promptly.
• Liaise with legal team and landlords on lease disputes, formal notices, and other matters requiring legal review.

Documentation, Compliance, and Reporting

• Maintain accurate and complete lease files, including executed leases, amendments, extensions, notices, commencement agreements, and supporting correspondence.
• Coordinate with insurance providers and internal partners to obtain compliant certificates of insurance and deliver them to landlords within required timelines.
• Conduct lease audits, identify discrepancies and potential risks, and coordinate corrective action.
• Maintain clear documentation of issues, decisions, approvals, and resolutions to support internal controls and audit requirements.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Real Estate, Finance, or a related field, or equivalent practical experience.
• Minimum of three years of lease administration experience, preferably with a multi-location retailer, or equivalent demonstrated experience managing a complex lease portfolio.
• Strong ability to interpret commercial leases, amendments, and financial obligations, including retail-specific lease provisions.
• Experience reviewing occupancy costs, annual reconciliations, landlord accounts, and tenant improvement allowance claims.
• Demonstrated ability to independently resolve complex issues, prioritize competing deadlines, and follow matters through to completion.
• Strong written and verbal communication skills and the ability to work effectively with landlords, external partners, and cross-functional teams.
• Excellent organizational skills, attention to detail, and sound judgment when handling confidential information and escalating risks.
• International lease administration experience an asset.