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 platforms, or portfolio databases.
• Highly organized with strong time management and the ability to manage competing priorities in a fast-paced, high-volume environment.
• Strong communication skills with the ability to coordinate effectively across landlords, brokers, legal teams, and internal stakeholders.
• Ability to maintain composure and accuracy under deadline pressure.

Preferred:

• Bilingual proficiency in French and English (written and spoken), given portfolio presence in Quebec and interactions with French-speaking landlords and stakeholders.
• Experience managing or overseeing third-party documentation providers or outsourced lease administration teams.
• Familiarity with IFRS 16 / ASC 842 lease accounting requirements and data inputs.
• Experience supporting logistics, distribution, or industrial real estate portfolios.

Why Join Us?

At Intelcom | Dragonfly, you’ll thrive in a flexible and stimulating environment, surrounded by passionate talent. You’ll also enjoy a wide range of benefits:

• On-site gym with a personal trainer

• Employer-provided lunch of your choice

• Comprehensive group insurance

• Group RRSP plan

• Care & Well‑Being Activities

• Partial reimbursement for public transportation

• Employee Assistance Program

…and much more.

This position has been opened to address a genuine organizational need within the company.

At Intelcom | Dragonfly, we move forward guided by strong values: collaboration, innovation, excellence, and responsibility.

We embrace diversity, ensure equity, and foster a true sense of belonging.

Accommodation measures are available for individuals with disabilities throughout our recruitment process, in compliance with the law. Please let us know if you have any specific needs.