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Leasing and Contract Administrator
Alterna Savings
Ottawa, UAE
Full Time
Mid
Field
1 months ago
Lease AdministrationContract ManagementMicrosoft Office SuiteDocument Management SystemsAttention to DetailCommunication
Free
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Lease AdministrationContract ManagementMicrosoft Office Suite
About the Role
Alterna Savings seeks a Leasing and Contract Administrator to support the real estate and facilities team by overseeing lease agreements, contracts, and related documentation. The role involves lease administration, contract management, compliance monitoring, and financial administration.
Key Skills for This Role
Lease AdministrationContract ManagementMicrosoft Office SuiteDocument Management SystemsAttention to DetailCommunication
Responsibilities
- Prepare, review, and process lease agreements, renewals, amendments, and terminations
- Draft, review, and track contracts related to property operations, including service agreements, vendor contracts, and compliance documentation
- Ensure all leasing and contractual documents are correctly executed, stored, and accessible for audit and reference purposes
- Monitor lease and contract compliance with legal regulations, company policies, and critical dates
- Generate regular and ad hoc reports on lease status, contract terms, and key dates for management review
- Assist in rent calculations, billing, and reconciliation of lease related expenses and payments
- Support the documentation and administrative processes required for property acquisitions and dispositions
- Coordinate due diligence activities and ensure accurate preparation, review, and tracking of contracts during property sales and acquisitions
- Serve as the first point of contact for lease and contract inquiries from tenants, landlords, vendors, and internal departments
- Recommend and implement process enhancements to improve efficiency and accuracy in lease, real estate and contract administration
Requirements
- College diploma in business, real estate, or legal administration
- 2–5 years of experience in lease administration within a commercial real estate or property management setting in Ontario
- Proficiency with lease administration software, Microsoft Office Suite (Word, Excel, Outlook), and document management systems
Full Job Posting
Scope of Position
- The Leasing and Contract Administrator plays a key role in supporting the real estate and facilities team by overseeing the administration of lease agreements, contracts, and related documentation.
- This position ensures that all leasing and real estate transactions and contracts are executed efficiently, accurately, and in compliance with legal and organizational requirements.
- The administrator acts as a liaison between landlords, tenants, legal professionals, and internal departments to facilitate smooth leasing operations.
Major Responsibilities
- Lease Administration: Prepare, review, and process lease agreements, renewals, amendments, and terminations. Maintain accurate and up to date lease files and databases.
- Contract Management: Draft, review, and track contracts related to property operations, including service agreements, vendor contracts, and compliance documentation.
- Document Control: Ensure all leasing and contractual documents are correctly executed, stored, and accessible for audit and reference purposes.
- Compliance: Monitor lease and contract compliance with legal regulations, company policies, and critical dates (e.g., renewals, expirations, rent escalations).
- Reporting: Generate regular and ad hoc reports on lease status, contract terms, and key dates for management review.
- Financial Administration: Assist in rent calculations, billing, and reconciliation of lease related expenses and payments.
- Real Estate Administration: Support the documentation and administrative processes required for property acquisitions and dispositions.
- Due Diligence and Contract Documentation: Coordinate due diligence activities and ensure accurate preparation, review, and tracking of contracts and related documents during property sales and acquisitions.
- Communication: Serve as the first point of contact for lease and contract inquiries from tenants, landlords, vendors, and internal departments.
- Process Improvement: Recommend and implement process enhancements to improve efficiency and accuracy in lease, real estate and contract administration.
Qualifications
- College diploma in business, real estate, or legal administration
- 2–5 years of experience in lease administration within a commercial real estate or property management setting in Ontario
- Technical Skills: Proficiency with lease administration software, Microsoft Office Suite (Word, Excel, Outlook), and document management systems.
- Primarily office based, with occasional site visits as required
Compensation
- Target Salary Range: $49,000 $56,000 per year
About Alterna Savings
- Alterna Savings and Credit Union Limited has delivered The Good in Banking® for over 115 years.
- Alterna is the first full service, member owned cooperative financial institution outside Quebec.
- Alterna has earned the National Capital Region's Top Employers award for nine consecutive years.
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