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National Portfolio Manager, Lease Administration leads lease administration for a large national real estate portfolio and oversees the application of established information-governance requirements. The role ensures executed lease documents are properly submitted, reviewed, abstracted and maintained in the company's systems of record. It supports operational lease compliance, IFRS-related lease data, audit readiness, records management, internal controls and cross-functional business support.
Role Purpose To protect the integrity of lease data and real estate records by ensuring that lease documents, obligations, workflows and system data are accurate, controlled, retrievable and usable for business operations, financial reporting, audit and compliance.
Reporting and Stakeholder Context The role partners with Real Estate Operations, Accounting, Finance, Internal Audit, Legal, Real Estate Development, Occupancy Cost, third-party abstraction vendors and other internal stakeholders that rely on lease data or real estate records.
What You'll Do:Lease Administration and Data Integrity - Lead lease abstraction activities for new leases, amendments, renewals, extensions, addenda and related agreements.
- Ensure key lease data is accurately captured in Lucernex, including dates, rents, options, covenants, responsibilities, insurance, co-tenancy and other critical obligations.
- Review lease documents and rent schedules for accuracy, consistency and alignment with executed documentation.
- Identify discrepancies and escalate commercial or legal questions to the appropriate transaction owners.
IFRS and Financial Reporting Support - Support Accounting and Finance with IFRS-related lease data and inquiries.
- Review IFRS-impacting lease documents, dates, rent schedules, options and tenant allowances to support financial reporting accuracy.
- Identify and communicate risks where late, missing or incomplete documentation may affect financial reporting or balance sheet accuracy.
- Support timely lease setup and data correction where timing of recognition is relevant to reporting requirements.
Audit, Controls and Governance - Respond to internal and external audit requests related to lease documentation, lease data, IFRS support, system controls and evidence requirements.
- Support control evidence, audit samples, certifications, attestations and access review processes where lease systems or records are involved.
- Review and respond to recommendations related to lease controls, Lucernex, PeopleSoft Lease Administration, automation and process improvements.
- Maintain and improve controls related to lease document intake, abstraction, system updates and records governance.
Lucernex and Systems Process Ownership - Maintain and improve Lucernex lease document workflows and related process controls.
- Ensure lease documents are submitted through approved workflows before abstraction and system updates are completed.
- Support workflow configuration, issue resolution, data integrity reviews and process improvements.
- Partner with internal teams on system improvements, automation opportunities and downstream data impacts.
Information Records and Document Governance - Oversee real estate records management processes, including Content Manager use, document classification, metadata, retention, retrieval and governance.
- Support digitization, file inventory, naming conventions, retention logic and system integration discussions.
- Ensure records management processes support compliance, audit readiness, operational continuity and defensible retention.
Vendor and Third-Party Support - Coordinate third-party abstraction work and review output for quality, accuracy and completeness.
- Support vendor control review processes where third-party abstraction work supports IFRS or audit requirements.
- Provide input into budget rationale, service scope and control requirements for external abstraction support.
Stakeholder Advisory and Escalation - Provide lease interpretation and data guidance to internal partners across Accounting, Finance, Legal, Development, Property Management, Occupancy Cost, CT REIT and other groups.
- Help stakeholders understand lease obligations, system data, document status and landlord/tenant responsibilities.
- Clarify role boundaries and escalate issues requiring Legal, transaction-owner, Accounting or Development ownership.
What You'll Bring:- Post-secondary education in Business, Commerce, Real Estate, Finance or a related field, or an equivalent combination of education and experience.
- Typically 8-10 years of progressive experience in commercial lease administration, real estate operations or portfolio management, including responsibility for a large, complex portfolio.
- Demonstrated people-leadership experience, including setting priorities, developing team capability and managing quality and performance in a multi-site or national environment.
- Strong knowledge of commercial lease structures, financial provisions, critical dates, abstraction requirements and established records-management standards.
- Experience with Lucernex or a comparable enterprise lease administration system, including data integrity, workflow controls and reporting.
- Working knowledge of IFRS 16, audit requirements, internal controls and records management as they relate to lease data and documentation.
- Exceptional attention to detail and a demonstrated ability to maintain a consistently high level of accuracy when applying established governance requirements and reviewing lease documents, financial terms, critical dates and system data.
Success Measures - Lease documents are abstracted accurately and reflected in Lucernex in a controlled and timely manner.
- IFRS-impacting lease data is prioritized, reviewed and available to support financial reporting requirements.
- Audit requests are supported with timely, accurate documentation and explanations.
- Workflow gaps and document submission issues are identified, escalated and addressed through improved controls.
- Records management processes support retrieval, retention, compliance, audit readiness and operational continuity.
- Third-party abstraction work is managed with appropriate scope, quality review and control oversight.
- Internal partners understand when Lease Administration owns the work and when issues must be resolved by Legal, Accounting, Development, or another accountable function.
Our typical hiring range is between $79,000.00 and $131,000.00 CAD Annual. The target salary range is between $120,000.00 and $130,000.00 CAD Annual. Salary decisions are also dependent on other factors such as your experience, job-related knowledge, skills and competencies, market location, industry benchmarks, internal equity and other role-specific requirements.
This posting represents an existing vacancy within our organization.
We may use artificial intelligence tools as part of our recruitment process to assist in the initial screening of resumes. All hiring decisions, including candidate evaluation, selection, and disposition, are made by human recruiters.
