Manager, Lease Administration

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 you The Manager, Lease Administration, is responsible for managing Lease Administration resources (including direct report HR functions), client implementations, client and vendor relationships, centralizing, establishing and producing schedules, reports and communication plans, as well as process flow for their assigned Lease Administration team. In tandem, the LA Manager will perform lease administration services on their assigned account(s). In this role, you will… Working as a manager; manage people and building teams. Familiar with accepted hiring and employment practices. Be the managing lease analyst on a large account, including oversight of other team members working on the account. Also lead a small team of Lease Analysts supporting multiple small and medium-sized accounts. Communicate with clients and brokers / account managers for assigned accounts, as well as Landlords when appropriate. Provide quality control within the database to identify errors and inconsistencies. Ability to create, edit, and run reports in most Lease Administration databases. Mentor and train Lease Analysts on key lease administration duties. Interpret complex commercial lease language and attend to details. Oversee lease abstraction, translation and quality control process for assigned account(s). Assist in account transitions and setup as appropriate. Responsible for maintenance of account process, procedures and playbooks to maintain and update as needed. Abstract or input all rental obligations related to leases and all other important lease information. Track, maintain, and communicate all expirations, option exercise dates, and other critical information. Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes. Serve as the main point of contact for clients and internal stakeholders regarding lease administration matters. Understand client business objectives, real estate portfolio strategy, and service expectations. Maintain thorough understanding of client agreements for team 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. 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. Review recovery clauses, set up recovery pools, calculate actual recovery expenses for each tenant, and review caps, base years, and non-standard exclusions. Prepare monthly rental payment schedules. Reconcile accounts with outstanding balances and work with Landlords and clients to resolve any disputes. 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 team allocations and workload assignments. What success looks like Bachelor’s degree in business, accounting, real estate, or similar field preferred. Qualified candidates will have at least 7 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. Intermediate to expert level experience with multiple commercial real estate database applications such as CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management database systems. 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 management skills. Driven to success in service delivery and highly effective in managing both people and tasks. 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: Global network : Join a global team of 22,000 professionals across 68 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. 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: $87,862 to $99,300 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 . 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 #LI-AC1 #LI-Remote 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: 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 .