Leasing and Contract Administrator

Alterna Savings; Ottawa; On-site; CAD 49,000 - 56,000; Full time

Job summary

Alterna Savings in Ottawa, Ontario is seeking a Leasing and Contract Administrator to oversee lease agreements, contracts, and related documentation for our property operations.

You will coordinate with landlords, tenants and internal teams to prepare renewals, amendments and terminations, manage document control, and ensure compliance and timely reporting.

This role emphasizes accuracy, strong communication, and proactive process improvements within a professional, office-based environment.

Qualifications

• College diploma in business, real estate, or legal administration.
• 2–5 years of lease administration experience in Ontario.
• Proficiency with lease administration software and Microsoft Office.
• Primarily office-based, with occasional site visits as required.

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 & tracking of contracts & related documents during property sales and acquisitions.
• Communication: Serve as the first point of contact for lease & contract inquiries from tenants, landlords & vendor.
• Process Improvement: Recommend and implement process enhancements to improve efficiency and accuracy in lease, real estate and contract administration.

Skills

Attention to detail

Communication

Customer service orientation

Teamwork

Initiative and adaptability

Ethical conduct and professionalism

Education

College diploma in business, real estate, or legal administration

Tools

Lease administration software

Microsoft Office Suite

Job description

Job Details

Description

Job Type: Full time

Vacancy Status: This posting is for a new position

Target Salary Range: $49,000-$56,000

The compensation for this position is determined by a combination of skills, experience and is aligned to the market in which the job is posted. Your recruiter will provide additional details about our total rewards package during the hiring process.

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 & tracking of contracts & related documents during property sales and acquisitions.
• Communication: Serve as the first point of contact for lease & contract inquiries from tenants, landlords & vendor.
• 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

About Alterna Savings

Alterna Savings and Credit Union Limited (Alterna) has delivered The Good in Banking® for over 115 years creating financial services that transform lives for the better, all while giving back to our community. Alterna is made up of Alterna Savings and Credit Union Limited and its wholly owned subsidiary, Alterna Bank.

Alterna is the first full-service, member-owned cooperative financial institution outside Quebec, sharing its expertise with over 210,000 members through a network comprised of 40 branches across Ontario, a call centre and multiple digital channels. Members and customers also benefit from an industry-leading online brokerage and investment management services.

To learn more about Alterna Savings, please visit alterna.ca, X, Facebook, Instagram, or LinkedIn.

Working at Alterna

We are incredibly proud of our corporate culture, embodying our core values: Collaboration, Integrity, and Respect, where everyone works together towards a common goal; the financial wellbeing of our employees, members, and customers. This commitment has earned us several prestigious employer awards, including the National Capital Region's Top Employers award for nine consecutive years.

• We appreciate all applicants; however, preference will be given to candidates who most closely meet the qualifications, key skills, and competencies outlined above.
• Alterna is compliant with the Ontarians with Disabilities Act and our team strives to provide an accessible accommodation experience. If you have a disability and require accommodations during the recruitment process, please contact our Recruitment Team and let us know how we can accommodate you.
• Alterna does not currently use Artificial Intelligence (AI) to screen, assess, or select applicants