Job title: Lease Administrator
Company: Omers
Job description: Why join us?
Are you looking to join an innovative, global real estate company who builds communities and connects people to exceptional places? If so, we would love to tell you our story.
At Oxford, our culture is truly one of a kind. Across business lines and around the world, we embrace the complex and tackle opportunities with speed and agility. We are ambitious and humble, forward looking and service-focused. We get stuff done, and have fun doing it! We take great pride in contributing to the communities where we live. We believe that what is good for the environment is good for business. Together we deliver exceptional experiences to our over 2 million daily customers.
Job Posting Title
Lease Administrator
Job Description Summary
We are looking for a diligent, highly motivated Lease Administrator to join our team in Calgary to support Eau Claire District Reporting to the Manager, Property Administration, you will be responsible for processing, auditing, and ongoing maintenance of data relating to lease administration and business and financial terms in JDE Client System.
You will be a key member of an engaged, ambitious team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in owning the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate, and valuing customers as genuine partners.
Job Description
As a member of this team, you will be responsible for:
Lease Administration.
Lease setup, determination of billing rates area adjustments, legal clause set up, prebill (global update), ensure compliance with the lease administration policy.
Review and approve lease profiles ensuring they agree with the underlying legal document and address any discrepancies.
Review closed deals reports monthly with Property Administrators to ensure all data is entered into JDE.
GLA variance analysis and tracking of changes for recovery purposes; escalate any discrepancies to the Property Manager.
Oversee tracking of Specialty Leasing license agreements (including telco agreements, related storage agreements, etc.) into JDE.
Support the REM and Accounting department by reconciling & providing denominator calculations for PSF rate calculations.
Review of tenant improvement allowance packages, broker commission payments, etc., prior to submission for approval and processing.
Provide ongoing leadership support and expertise to regional and property staff relating to lease interpretation and tenant queries.
Property Administrator.
Prepare monthly, quarterly and annual accruals specific to leasing costs (tenant allowances, broker’s commissions).
Oversee the maintenance and tracking of all tenant information and documentation. Periodically audit for accuracy and compliance.
Review the monthly tenant audit for submission to Property Manager(s).
Resolve tenant operating cost issues; reply to tenant inquiries regarding operating costs and other payments.
Manage the accounts receivables process as well as follow-up on outstanding lease documents.
Review all rental notices, demand notices, and default notices for late/non-payments.
Recommend bad debt allowances and write-offs and report these to the Property Manager(s).
Administer and oversee petty cash dispersal and reconciliation (if applicable).
Oversee entry of sales reports for the property to ensure of completeness and accuracy and assist with percentage rent billing as required.
In conjunction with the Property Managers, review Operating Costs, Tax and other tenant recovery calculations in accordance with lease requirements (new/renewals & amendments) and departmental processes/timelines. This would include annual budget process, year-end accruals, annual pre-bills, year-end billings, quarterly forecast process, Operating Costs/Tax/HVAC analysis.
Assist with preparation and input of property budget(s).
Assist with collection of supplementary tenant documentation including tenant insurance certificates, architectural certificates, and other pertinent documentation where required.
Compile and analyze information from Tax consultants regarding tax appeals & reassessments.
Liaise with Property Accountants in relation to property revenues/expenses, etc.
Provide informational support to managers.
Other duties as assigned.
To succeed in this role, you:
Post-Secondary education in Business Administration, Property Management, and/or Real Estate Lease Administration is preferred.
Minimum of 5 years of directly related experience with Property Management.
Experience in Property Management Software (preferably JDE) and MS Office applications including Word, Excel, and Outlook.
Ability to run priorities under pressure with careful attention to detail.
Excellent interpersonal skills.
Ability to prioritize and meet deadlines for changing projects.
Oversight and mentoring of other Property Administrators within the team.
Our story:
Oxford Properties Group (“Oxford”) is a leading global real estate investor, asset manager and business builder. It builds, buys, and grows defined real estate operating business with world-class management teams. Established in 1960, Oxford and its portfolio companies manage approximately C$87 billion of assets across four continents on behalf of their investment partners. Oxford’s owned portfolio encompasses office, logistics, retail, multifamily residential, life sciences, hotels, alternatives and credit in global gateway cities and high-growth hubs. A thematic investor with a committed source of capital, Oxford invests in properties, portfolios, development sites, debt, securities, and real estate businesses across the risk-reward spectrum. Together with its portfolio companies, Oxford is one of the world’s most active developers with over 80 projects currently underway globally across all major asset classes. Oxford is owned by OMERS, the Canadian defined benefit pension plan for Ontario’s municipal employees.
For more information on Oxford, visit
OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.
Expected salary:
Location: Canada
Job date: Wed, 25 Oct 2023 23:56:22 GMT
