Lease Administrator

Callahan Property Group; Kelowna; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading company in commercial real estate is seeking a Lease Administrator to support leasing operations. The ideal candidate will have extensive experience in lease administration and strong skills in document management. This role involves overseeing the lease lifecycle from drafting agreements to maintaining accurate records, ensuring operational efficiency and collaborating with multiple departments.

Qualifications

• Extensive knowledge of legal requirements for leases.
• Proven experience in document drafting and management.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Own the end-to-end lease administration workflow.
• Draft, review, and revise lease agreements.
• Maintain and manage leases and their documentation.

Skills

Legal requirements knowledge

MS Office proficiency

Document drafting

Organizational abilities

Communication skills

Document management

Data entry

Process improvement

Lease abstraction

Team collaboration

Education

Minimum 5 years experience in lease administration

Tools

Digital signature platforms (e.g., DocuSign)

Job description

SUMMARY

The Lease Administrator position will report to the Director of Leasing and act as a key partner in supporting and improving the leasing operations of our commercial real estate portfolio. In addition to exceptional administrative and communication skills, the successful candidate is a proactive, detail-oriented professional who maintains a high level of discretion. This role requires ownership of the lease lifecycle process and the ability to collaborate cross-functionally with legal, property management, accounting, and senior leadership. The ideal candidate will be committed to continuous improvement, operational excellence, and contributing to a collaborative, high-performance work culture.

PRIMARY RESPONSIBILITIES

You will be accountable for leasing activities, including:

1. Drafting of lease related agreements

• Own the end-to-end lease administration workflow from Offer to Lease (“OTL”) to lease execution and archival.
• Draft, review and revise various types of transactional agreements in connection with leasing Callahan Property Group (“CPG”) properties, including OTL, Lease Agreements, Indemnities, Renewal Agreements, Amendment of Lease, Assignment Agreements and Surrender Agreements.
• Research and interpret lease language in consultation with Dir. of Leasing and Legal Counsel, and provide information and guidance related to lease matters, as requested by property managers, leasing or principals of Company.
• Review, markup and prepare redline responses to counter-offers made by prospective tenants and their legal counsel.
• Review and interpret lease terms from deal spreadsheets, OTL and Letter of Intent ‘s (“LOI”) prior to drafting lease agreements.
• Review and confirm that dollars agreed to in OTL and LOI’s have been translated accurately into lease documents.
• Facilitate and track routing and signature of various documents, forms, and lease agreements.
• Critical date and due diligence tracking and follow up.
• Distribute lease documents and other correspondence for execution.
• Act as a subject-matter expert and internal advisor on lease interpretation and administration processes.

2. Administration and management of lease files

• Overall control of original lease documentation and maintenance of hard copy and electronic master lease files, correspondence files and accounting files.
• Create and maintain system of tracking expiration dates of leases.
• Monthly review of all up-coming renewals and communication of information to Leasing, Accounting and Property Management teams.
• Produce a commission sheet for each new lease and renewal of current leases and provide to accounting; update the Commission Report as required.
• Monthly communication and notification to Property Management regarding upcoming new tenants.
• Ensure all floor plans, new and/or revised are accurate and maintained in the electronic and hard copy folders.
• Act as a key liaison between leasing and other departments for document control, legal review, and critical date tracking.

3. Other Duties

• All other duties as assigned and associated with the day-to-day operations of a commercial real estate portfolio, i.e. perform Property Searches and Corporate Searches.
• As Administrator for MERX, Equifax and Monday Reports, ensure subscriptions are reviewed and renewed annually.

ABOUT YOU

You have minimum 5 year’s progressive commercial real estate lease administration experience. Your skills & abilities include:

• Extensive knowledge of legal requirements pertaining to different types of leases.
• Proven advanced level MS Office proficiency.
• Extensive document drafting experience, including redlining and comparison features.
• Ability to manage a fast paced, deadline driven environment.
• Ability to multi-task and prioritize assignments while delivering consistent, quality work product to leasing and clients.
• Highly precise and detail-oriented.
• Exceptional organizational abilities and proof-reading skills.
• Well-developed oral and written communication skills.
• Experience in document management.
• Polite, professional, ethical, encouraging and able to maintain strong team-centric relationships with staff.
• Proven experience supporting complex commercial leasing transactions, preferably within mixed-use or multi-asset real estate portfolios.
• Experience with lease abstraction and data entry into lease administration systems.
• Familiarity with digital signature platforms (e.g., DocuSign) and legal document workflows.
• Ability to identify process inefficiencies and propose effective solutions.
• Comfortable handling high volumes of lease activity with a proactive and solutions-oriented mindset.
• Paralegal experience is an asset.