Lease Administrator

Intelcom | Dragonfly

With more than 100 sorting stations and operations across three continents, Intelcom | Dragonfly is Canada's leader in last-mile logistics. Our vision is clear: to deliver fast, accurate, and reliable service powered by cutting-edge technology.

A Strategic Role at the Heart of Logistic

Responsibilities

Lease Transaction Documentation & Execution

• Prepare, coordinate, and manage all lease transaction documentation including Lease Offers, Lease Agreements, Extensions, Renewals, Sublets, Amending Agreements, Assignments, and Tenant Notices.
• Manage and review the work of third-party documentation providers, ensuring accuracy, completeness, and turnaround standards are met across the portfolio.
• Coordinate execution of lease documents with landlords, sublandlords, legal counsel, and internal stakeholders.
• Prepare and manage Overhold Assignments, Short Term Agreements, and Temporary Agreements as required by operational circumstances.
• Review and mark up lease documentation from landlords, sublandlords, and legal teams, flagging non-standard terms and compliance issues for escalation.
• Participate in lease term discussions with Legal counsel and flag legal or commercial risks for review by the Portfolio Strategy & Transactions Specialist or CRE leadership.

Estoppel Certificates & Compliance Documents

• Own the preparation and execution of Estoppel Certificates across the portfolio, ensuring accuracy, completeness, and timely delivery.
• Maintain a tracker for all outstanding estoppel requests, execution timelines, and completed certificates.
• Ensure all legal documentation, policies, and procedures related to lease compliance are current, accurate, and adhered to.

Lease Administration & Portfolio Data Integrity

• Maintain accurate and audit-ready lease records across all portfolio properties, including fully executed agreements, amendments, and supporting documentation.
• Abstract lease documents to extract and codify key financial, commercial, and legal provisions into structured portfolio records.
• Track and manage all critical lease dates including renewal options, termination rights, expansion options, rent adjustments, and notice deadlines.
• Ensure portfolio data accuracy and integrity within lease management systems, IWMS platforms, or portfolio databases.
• Accurately enter and maintain data related to leases, renewals, and transactions, ensuring completeness and system reliability.

Rent & Operating Cost Administration

• Monitor lease costs including base rent, operating cost recoveries, and CAM charges across the portfolio.
• Review and challenge landlord CAM reconciliations and operating expense calculations, verifying recovery calculations against lease terms and flagging discrepancies.
• Support Finance with portfolio cost tracking, budgeting inputs, and variance analysis against forecasts.
• Support IFRS 16 / ASC 842 compliance by maintaining accurate lease data inputs required for right-of-use asset and lease liability calculations.

Transaction Pipeline Support

• Maintain a transaction tracker covering all active lease events, documentation in progress, pending executions, and upcoming critical dates.
• Coordinate transaction timelines with brokers, landlords, legal teams, and internal stakeholders to ensure documentation milestones are met.
• Support internal approval processes by preparing documentation packages for review and sign-off.
• Escalate commercial, legal, or financial issues identified during document review to the Portfolio Strategy & Transactions Specialist or CRE leadership.

Stakeholder Coordination

• Act as a primary point of contact for landlords, sublandlords, brokers, and legal counsel on all documentation and administration matters.
• Liaise with internal teams including Finance, Operations, and Legal to ensure lease obligations and compliance requirements are communicated and actioned.
• Provide clear and timely updates on documentation status, outstanding items, and execution timelines.

Qualifications

• Degree or diploma in Law, Business Administration, Real Estate, or a related field.
• Up to 2 years of experience in lease administration, real estate transactions, or property management within a commercial or light industrial environment.
• Strong knowledge of commercial lease documentation, legal terminology, and real estate transaction processes.
• Demonstrated experience managing high volumes of lease documents simultaneously with accuracy and attention to detail.
• Experience working with legal counsel on lease preparation, review, and execution.
• Proficiency in Microsoft Office Suite and experience with lease management software, IWMS plat