Manager, Lease Administration

Rexall Pharmacy Group Ltd.; Mississauga; On-site; CAD 95,000 - 125,000; Full time

Job summary

Rexall Pharmacy Group Ltd. is seeking a Lease Administration Manager to oversee the lease portfolio, perform financial analysis of locations, and ensure occupancy costs are managed in compliance with lease terms.

The role requires leadership of the Lease Administration function and collaboration with cross-functional teams. Reporting to the Senior Manager of Lease Administration, you will lead the team, coordinate with Finance, landlords, and internal partners, and drive process improvements

Qualifications

• Bachelor’s degree in business, Accounting, Real Estate or similar field preferred; equivalent combination of education and experience will be considered.
• 5 to 7 years of experience in a related field.
• Strong knowledge of commercial lease administration, including lease interpretation, lease abstraction, and landlord tenant obligations.
• Demonstrated experience reviewing and analyzing financial obligations, including occupancy cost reconciliations, invoice validation, variance analysis, accruals, landlord billing and payment controls.
• Experience working with lease administration systems, preferably ProLease.
• Excellent communication skills both verbal and written, with the ability to build effective relationships and collaborate with both internal and external stakeholders.
• Strong analytical, problem-solving, negotiation and conflict resolution skills, with the ability to identify issues, recommend solutions and exercise sound judgement.
• Demonstrated ability to exercise sound judgement and determine when issues require escalation.
• Strong organizational and time management skills, with the ability to manage multiple priorities, deadlines and high-volume workloads in a fast-pace environment.
• Self-motivated and adaptable, with the ability to work independently while contribution effectively within a collaborated team env
• Excellent operational knowledge of Microsoft Excel and Word programs.

Responsibilities

• Review and approve year-end reconciliations, rent adjustment notices (RANs), operating cost, CAM, property Tax, and other occupancy cost recoveries, ensuring compliance with lease terms, supporting documentation requirements, and internal controls.
• Oversee the accuracy and integrity of lease administration records, including ProLease updates, lease amendments, ownership changes, financial term updates, and related system maintenance.
• Prepare and analyze monthly variance reports, identify discrepancies and trends, and ensure issues are investigated and resolved prior to payment processing.
• Provide leadership and oversight to the Lease Administration function, serving as the escalation point for complex lease matters, landlord disputes, lease interpretation, and cross-functional issues.
• Ensure landlord and tenant obligations are administered in accordance with lease agreements and proactively manage compliance with critical lease dates, renewal options, notice requirements, and other key lease obligations.
• Manage landlord and tenant insurance requirements, including certificates of insurance, claims coordination, utility account transitions, and other related compliance activities.
• Partner with Finance and Accounts Payable to resolve invoice discrepancies, accruals, coding issues, payment exceptions, percentage rent obligations, and sales reporting requirements.
• Act as the primary liaison with landlords, subtenants, Facilities, Operations, Real Estate, and other internal stakeholders on lease administration, occupancy cost, and operational matters.
• Manage subtenant administration, including accounts receivable, annual CAM and tax notices, year-end recoveries, dispute resolution, and operational support.
• Support Senior Manager - Lease Administration, on various matters including; lease reviews, tax appeals, special projects, due diligence initiatives, and process improvement opportunities.
• Obtain and coordinate landlord approvals for signage, renovations, alterations, and other lease-related requests.
• Lead, mentor, and develop Lease Administration staff, ensuring consistent execution of departmental processes, controls, and service standards.
• Perform other duties and special projects as assigned in support of Rexall Pharmacy Group Ltd.

Skills

Lease administration

Financial analysis

Communication skills

Analytical thinking

Time management

Cross-functional collaboration

Judgement & escalation

Education

Bachelor’s degree in business, Accounting, Real Estate or similar field

Tools

ProLease

Microsoft Excel

Microsoft Word

Job description

The Role: Lease Administration Manager

At Rexall, we are community difference makers. We are leaders in health and wellness and a talent destination for over 7000+ Rexall team members. Together, we are defining better health through innovation, service, and living the Rexall values. Talk about a dream team!

What You Are Looking For

• A closely connected culture
• A total rewards package meant to enhance your work-life flexibility
• Fully utilizing your talent
• Professional growth and development via challenging projects and assignments
• Warm and fuzzy feelings knowing you have helped your community, your team, the business and social causes through the Rexall Care Network

The road ahead is one of adventure and heart. Are you our next all star?

Reporting to the Senior Manager of Lease Administration, this existing role is responsible for providing financial analytical support for the evaluation of locations and markets where investment opportunities are being considered. Will play a supporting role in the budgeting and administration of real estate occupancy costs and capital investment.

What Will You Be Doing

• Review and approve year-end reconciliations, rent adjustment notices (RANs), operating cost, CAM, property Tax, and other occupancy cost recoveries, ensuring compliance with lease terms, supporting documentation requirements, and internal controls.
• Oversee the accuracy and integrity of lease administration records, including ProLease updates, lease amendments, ownership changes, financial term updates, and related system maintenance.
• Prepare and analyze monthly variance reports, identify discrepancies and trends, and ensure issues are investigated and resolved prior to payment processing.
• Provide leadership and oversight to the Lease Administration function, serving as the escalation point for complex lease matters, landlord disputes, lease interpretation, and cross-functional issues.
• Ensure landlord and tenant obligations are administered in accordance with lease agreements and proactively manage compliance with critical lease dates, renewal options, notice requirements, and other key lease obligations.
• Manage landlord and tenant insurance requirements, including certificates of insurance, claims coordination, utility account transitions, and other related compliance activities.
• Partner with Finance and Accounts Payable to resolve invoice discrepancies, accruals, coding issues, payment exceptions, percentage rent obligations, and sales reporting requirements.
• Act as the primary liaison with landlords, subtenants, Facilities, Operations, Real Estate, and other internal stakeholders on lease administration, occupancy cost, and operational matters.
• Manage subtenant administration, including accounts receivable, annual CAM and tax notices, year-end recoveries, dispute resolution, and operational support.
• Support Senior Manager - Lease Administration, on various matters including; lease reviews, tax appeals, special projects, due diligence initiatives, and process improvement opportunities.
• Obtain and coordinate landlord approvals for signage, renovations, alterations, and other lease-related requests.
• Lead, mentor, and develop Lease Administration staff, ensuring consistent execution of departmental processes, controls, and service standards.
• Perform other duties and special projects as assigned in support of Rexall Pharmacy Group Ltd.

How You Will Succeed

• Bachelor’s degree in business, Accounting, Real Estate or similar field preferred; equivalent combination of education and experience will be considered.
• 5 to 7 years of experience in a related field.
• Strong knowledge of commercial lease administration, including lease interpretation, lease abstraction, and landlord tenant obligations.
• Demonstrated experience reviewing and analyzing financial obligations, including occupancy cost reconciliations, invoice validation, variance analysis, accruals, landlord billing and payment controls.
• Experience working with lease administration systems, preferably ProLease.
• Excellent communication skills both verbal and written, with the ability to build effective relationships and collaborate with both internal and external stakeholders.
• Strong analytical, problem-solving, negotiation and conflict resolution skills, with the ability to identify issues, recommend solutions and exercise sound judgement.
• Demonstrated ability to exercise sound judgement and determine when issues require escalation.
• Strong organizational and time management skills, with the ability to manage multiple priorities, deadlines and high-volume workloads in a fast-pace environment.
• Self-motivated and adaptable, with the ability to work independently while contribution effectively within a collaborated team env
• Excellent operational knowledge of Microsoft Excel and Word programs.

At Rexall, we are better together. We serve our customers, partners, and patients best—we are our best—when everyone brings their true self to work. Our connected, inclusive culture celebrates our lived experiences, backgrounds, expertise, and self-expression to let us win as one team. Leveraging our differences distinguishes us and brings out our best performance.

Are you #ALLin?

Our hiring process uses AI-enabled tools to assist with the assessment of applications based on job-related criteria. All decisions are made by the hiring team.

Rexall Pharmacy Group is committed to providing an accessible environment for all of our customers, employees, and job applicants. Rexall Pharmacy Group will make available to any selected applicants’ accommodations and/or accessible formats should they require. Candidates are encouraged to discuss any accommodation they may need in order to allow for the most effective selection process.