Leasing and Contract Administrator Job Ottawa area,Ontario Canada,Administrative/Clerical

Scope of Position

The Leasing and Contract Administrator plays a key role in supporting the real estate and facilities team by overseeing the administration of lease agreements, contracts, and related documentation. This position ensures that all leasing and real estate transactions and contracts are executed efficiently, accurately, and in compliance with legal and organizational requirements. The administrator acts as a liaison between landlords, tenants, legal professionals, and internal departments to facilitate smooth leasing operations.

Major Responsibilities

Lease Administration:
Prepare, review, and process lease agreements, renewals, amendments, and terminations. Maintain accurate and up-to-date lease files and databases.

Contract Management:
Draft, review, and track contracts related to property operations, including service agreements, vendor contracts, and compliance documentation.

Document Control:
Ensure all leasing and contractual documents are correctly executed, stored, and accessible for audit and reference purposes.

Compliance:
Monitor lease and contract compliance with legal regulations, company policies, and critical dates (e.g., renewals, expirations, rent escalations).

Reporting:
Generate regular and ad hoc reports on lease status, contract terms, and key dates for management review.

Financial Administration:
Assist in rent calculations, billing, and reconciliation of lease-related expenses and payments.

Real Estate Administration:
Support the documentation and administrative processes required for property acquisitions and dispositions.

Due Diligence and Contract Documentation:
Coordinate due diligence activities and ensure accurate preparation, review, and tracking of contracts and related documents during property sales and acquisitions.

Communication:
Serve as the first point of contact for lease and contract inquiries from tenants, landlords, vendors, and internal departments.

Process Improvement:
Recommend and implement process enhancements to improve efficiency and accuracy in lease, real estate and contract administration.

Qualifications

Education / Certifications / Experience

College diploma in business, real estate, or legal administration

2–5 years of experience in lease administration within a commercial real estate or property management setting in Ontario

Technical

Skills:

Proficiency with lease administration software, Microsoft Office Suite (Word, Excel, Outlook), and document management systems.

Primarily office-based, with occasional site visits as required

Working Conditions

Primarily office-based, with site visits as required.

Competencies

Attention to Detail:
Strong organizational skills and accuracy in handling documents and data.

Communication:
Excellent written and verbal communication skills. Ability to interact professionally with a variety of stakeholders

Customer service orientation

Teamwork and collaboration

Initiative and adaptability

Ethical conduct and professionalism


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