Lease Administrator

2 months ago

Burnaby, Canada Specsavers Full time

**Location**:This hybrid role requires 3 days on-site at our Burnaby office and 2 days remote per week.

**Salary**: $55,000 - $70,000 For BC Only
Actual compensation within the range will be based on experience
We also offer quarterly variable compensation package (bonus) + benefits

**About Specsavers**

Welcome to Specsavers - where we’re not just about eyewear and eyecare, we’re a purpose-driven organization committed to changing lives through better sight. As a certified Great Place to Work®, we take pride in our optometrist-owned and -led business model, providing quality eyecare and affordable eyewear to Canadians across the country.

Our journey began 40 years ago in the UK, with visionary optometrists Doug and Mary Perkins. Today, we support over 2,700 healthcare businesses, passionately caring for more than 44 million patients and customers worldwide.

At Specsavers, we believe that access to quality eyecare should be a right, not a luxury. That’s why we go above and beyond to transform the eyecare experience in Canada. With our advanced clinical equipment and an extensive range of affordable and high-quality eyewear, we’re here to make a real difference in the lives of our customers.

But that’s not all - we’re also dedicated to fostering a positive, inclusive and supportive work culture. We strive to create an environment where our partners thrive while benefiting from the collective support and resources of our dedicated teams.

If you’re passionate about making a difference, providing incredible care, and being part of a values and purpose-driven organization, join us on our journey to revolutionize the way Canadians experience eyecare. Together, we can change lives through better sight.

**What You’ll Do**

Purpose of the role

As the Lease (Property) Administrator, you’ll take charge of all Canadian property leases, ensuring smooth operations from start to finish You’ll oversee monthly rental payments, adjustments, and reconciliations, while managing our property database and generating insightful reports. Plus, you’ll have the chance to enhance processes and procedures along the way. Working closely with the Property Team, you’ll play a key role in property-related legal work, administrative tasks, and much more. This is your opportunity to make a real impact in a dynamic and fast-paced environment

Key Responsibilities

Carrying out Leasing Work for Canada:

- Assisting the Property department to meet the departmental needs and to ensure the service levels are maintained.
- Liaising with landlord contacts including lease administrators, leasing executives and lawyers.
- Requesting cheques for fees associated with leasing matters.
- Requesting bank guarantees required under leases and forwarding guarantees to relevant parties.
- Maintaining a status report and updating the report in a weekly status meeting with Head of Property, Property Managers and Legal Counsel (Property).
- Maintaining a register of documents in the property database (Lease Eagle).
- Drafting correspondence on an ad hoc basis.
- Maintain the property database, ensuring that all real estate data is current and accurate
- Monitor critical dates and liaise with relevant parties to ensure these are met
- Approve and reconcile all rental payments, annual reviews and outgoings in accordance with the lease
- Manage all new lease requirements such as providing bank guarantees, insurances, deposits, sales figures
- Liaise with internal and external contacts when required
- Prepare and distribute reports, monthly/ad-hoc as and as required
- Other required tasks may include maintaining standard checklists, templates, work flows and documentation

Support the Delivery of Legal Work for Specsavers Property:

- Preparing and sending correspondence to obtain lease documentation for stores.
- Maintaining a status report and updating the report in a weekly status meeting with Legal Counsel (Property).
- Arranging execution of lease documentation by directors of Specsavers.
- Following up the landlord’s lawyer for fully executed (and registered) lease documentation.
- Maintaining a signing register for executed documents.
- Utilising DocuSign for correspondence and lease related documentation.
- Scanning lease documentation and ensuring complete documents are held for all stores.
- Maintaining a filing system for the secure storage of lease documentation.
- Other ad hoc tasks and projects as instructed.

**What We’re Looking For**

Essential
- Experience / exposure in dealing with retail leasing
- Demonstrated capacity to determine priorities, meet strict operational, financial and time deadlines and effectively balance competing demands and the ability to work under pressure both independently and as a member of a team.
- Excellent written, verbal and interpersonal communication skills with the ability to prepare and present reports and documentation of high quality and integrity and the capacity to deal w

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