Senior Lease Administrator, Rent Lead

Accelerate your success at Colliers.

Why Colliers?

As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities.

A career at Colliers gives you the opportunity to make an impact, advance your career, and collaborate with top-tier talent. Don’t just take our word for it – we’ve been recognized as a top employer on a number of prestigious lists, including Best Workplaces in Canada, Best Workplaces for Women, Best Workplaces with Most Trusted Executive Teams, among others.

Remote Role Toronto, ON

About the role:

The Senior Lease Admin., Client Lead- RENT is responsible for managing Lease Administration functions and implementations, client and vendor relationships, and centralizing, establishing and producing schedules, reports, communication plans, and process flow for the Lease Administration team.  This position primarily manages medium to large accounts characterized by high complexity, often within a global account management framework, with an emphasis on global rent presentment or rent payment activities. 

• Serve as the main point of contact for clients and internal stakeholders regarding global lease administration matters.

• Understand client business objectives, real estate portfolio strategy, and service expectations.

• Maintain thorough understanding of client agreements for assigned accounts including boundaries of scope of work, fee structure, billing frequency and payee information. Ensure this information has been correctly entered and maintained as a client contract in WorkTrac.

• Conduct regular meetings and reviews with clients to present portfolio updates, key metrics, and performance reports.

• Develop and maintain strong client governance programs such as reporting cadence, communication methods, business reviews, etc.

• Track, maintain, and communicate all expirations, option exercise dates, and other critical information. 

• Drive toward achieving a net promoter score representative of strong service delivery and client relationships.

• Manage client escalations and ensure timely resolution of issues.

• Proactively identify account related risks and formulate appropriate mitigation strategies; project manage through solution.

• Oversee and ensure global team is delivering services per the client specific process and contract.

• Participate in presentations to new or existing clients for new business pitches.

• Manage assignments and delegation of database management tasks to global team members. 

• Establish weekly calls and ongoing internal communications cadence with global lease admin account team members to review work, discuss outstanding issues and determine appropriate actions.

• Prepare and lead with impactful communication and professional presence.

• Foster effective communication and demonstrate professional presence, actively engaging with all team members to promote a collaborative environment.

• General understanding of AI technology and openness to adapting to the evolution of technology.

• Oversee the abstraction or input of rental obligations related to leases and all other important lease information as stipulated by client abstraction standards for assigned accounts.

• Provide final QC for abstraction process as may be required for assigned accounts.

• Demonstrate working knowledge of Colliers360, dashboards, WorkTrac, etc.

• Confirm and approve monthly client billing.  Responsible for ensuring that all pass-through expenses are billed in accordance with contract and internal process.

• Responsible for vendor management including review and validation of invoices against lease terms, identifying discrepancies and partnering with vendors to resolve variances.

• Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions.

• Prepare and review lease-related financial statements, disclosures, reports, and monthly rental payment schedules and reconciliations as required.

• Produce variance reports comparing budgeted versus actual rent obligations.

• Experience overseeing 3rd party utility management payments.

• Track and collaborate on TI allowance disbursements / landlord obligation fulfillment.

• Manage and maintain lease accounting records in accordance with US GAAP (ASC 842) and IFRS 16 within lease management platforms.

• Ensure compliance with lease accounting standards and company policies.

• Track A/R for assigned clients and escalate to appropriate parties.

• Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes. (eg. Landlord Ledger reconciliations)

• Assist with internal and external audits.

• Assist with monitoring, reviewing and approving all Rent, CAM, Operating Expense, Tax and Insurance payments to Landlords, including reviewing leases to insure accuracy of all charges.

• Review and validate Consumer Price Index adjustments as provided in legal documents.

• Maintain file systems, including the data integrity of information contained in the database application used for tracking all Tenant and Lease related data.

• Maintain a record of exceptions and resolve within the database.

• Assist transition manager with new account onboarding and transition process for assigned accounts.

• Responsible for maintenance of account process, procedures and playbooks working closely with Director to maintain and update as needed, ensuring consistency and compliance with overarching departmental requirements.

• Other duties as assigned.

What you bring:

• Associates or Bachelors degree in business, accounting, real estate, or similar field preferred.

• Qualified candidates will have at least 5 years of relevant experience in the commercial real estate lease administration industry and/or accounting and property management fields having worked in either (or both) the Landlord or Tenant sector.

• Working experience with commercial real estate database applications such as Visual Lease, APEX, ProLease, CoStar, WorkTrac, Lucernex, Planon, Manhattan, or other portfolio management database systems.

• Knowledge of SAP, Oracle, Workday Platforms and banking portals.

• Expertise and documented success working on multi-line global accounts with 1,000+ leases and global account management structure.

• Intermediate proficiency level with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).

• Thorough knowledge of FASB / IFRS accounting rules and general accounting principles preferred.

• Must be effective and have successful track record of working independently, preferably remotely, and possess strong time man.

Pursuant to the laws regarding job postings where the position is, Colliers disclosing the following information:

Area/Location Specific: WFH Ontario    

Approximate Salary Range for Role: $77,000- $85,000 CAD

Our salary ranges are determined by role, level, and location. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all Canada locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

This posting is for an existing vacancy within our organization.

Colliers does not use AI-enabled tools to sort or decline applications.  All decisions are made by our talent acquisition team.

Apply now:

Ready to make an impact and take the next step in your career journey? Join us by applying directly through LinkedIn or visit www.collierscanada.com/careers.

Direct applicants only please, no agencies.

Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please contact the recruitment team by email at careers@colliers.com.

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What we offer: 

Innovative projects: Work on cutting-edge initiatives that shape our communities, drive our growth, and make a tangible impact.

Career growth: Advance your career and achieve your goals with industry-leading training and development programs.

Competitive benefits & compensation: Enjoy a comprehensive and flexible benefits package along with competitive compensation that rewards your contributions and supports your well-being.

Collaborative culture: Join our enterprising team where innovation thrives, collaboration is key, and our people are empowered to be their authentic selves and do their best work.

Diversity, Equity & Inclusion: Our robust North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), where you can connect, learn, and contribute to a diverse and supportive community. Learn more: https://www.collierscanada.com/en-ca/careers/diversity-and-inclusion

Global network: Join a global team of 24,000 professionals across 70 countries, where you'll expand your network and learn from experts in a dynamic international community. Accelerate your career and enhance your expertise as you connect and collaborate with top talent around the world.

Applicants must be currently authorized to work in Canada on a full-time basis. The employer will not sponsor applicants for work visas.

Direct applicants only please, no agencies.

Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please contact the recruitment team by email at careers@colliers.com.