Current Opportunities

Lease Administrator and Records Manager

GWL Realty Advisors is a leading Canadian real estate investment advisor providing comprehensive asset management, property management, development, portfolio management and specialized real estate advisory services to pension funds and institutional and retail clients. As a trusted real estate investment advisor, we are known for strong corporate governance, stewardship of clients’ assets and a commitment to outstanding customer service. We have earned and maintained the trust of our clients by helping them reach their investment goals. GWL Realty Advisors seeks to deliver strong returns for its investors in order to remain the trusted partner for real estate advice and services.

GWL Realty Advisors is a wholly-owned subsidiary of The Great-West Life Assurance Company.

At GWL Realty Advisors, trust, accountability and recognition are the cornerstones that have created our unique and rewarding high-performance culture.

Thank you for your interest in joining the GWL Realty Advisors team. Successful candidates whose skills and interests fit the opportunity will be contacted.

Position Overview:

Reporting to the, Vice President, Lease Administration, the successful candidate will fill the full-time position of Lease Administrator and Records Manager based in Toronto, Ontario. The primary responsibility of this role is to prepare and negotiate leases and related documentation, to maintain and support GWLRA’s electronic documents library (eStorage), and provide direction and assistance to other groups within the organization.  


To perform this role successfully, the individual will be responsible for, but not limited to the following:

• Supporting and assisting Lease Administration team to: 
      o Ensure that documents are prepared in a timely manner, are legally appropriate and economically effective, protecting GWLRA’s rights and interests.  
      o Draft precise lease documentation including ancillary agreements for tenants in GWLRA’s commercial real estate portfolio (office, industrial and retail), that accurately reflect the terms of the Proposal/Offer to Lease.  
      o Negotiate amendments to lease documentation and ancillary agreements with tenants and/or their legal counsel.  
• Present and recommend lease documentation and ancillary agreements for execution by appropriate signing authorities
• Review, analyze and verify all deal summary sheets for completed lease deals against the Proposal/Offer to Lease.  
• Revise deal summaries as required to finalize negotiated lease documentation and/or ancillary agreements
• Provide direction to business units as to company policies and procedures regarding the preparation of the Proposal/Offer to Lease and assist with drafting non-standard clauses.
• Provide interpretation of various provisions of lease documentation and/or ancillary agreements.
• Responding to and directing internal groups on inquiries regarding discrepancies in internal records and lease documentation and/or ancillary agreements.
• Assisting in performing due diligence requirements on acquisition and/or disposition of real estate.
• Reviewing and analyzing lease documentation. 
• Completing lease reviews in an accurate and timely manner.  
• Preparing report for management identifying any matter which could affect acquisitions and/or disposition of a property 
• Preparing and arranging for signature of estoppel certificates prior to disposition of property to fulfill requirements of purchase and sale agreement
• Ensuring that completed leases and related documents are reviewed for accuracy and completeness
• Scanning and uploading document to eStorage in a timely and accurate manner 
• Supporting and assisting IS team in maintaining and improving eStorage
• Providing general guidance and direction to end users of eStorage 


• Post-secondary degree or  community college diploma, in legal and/or document/records management fields, or an equivalent combination of education and related experience
• Strong proficiency with word processing and electronic document/records management software  
• Experience within the document/records management and/or commercial real estate fields
• Strong written and verbal communication skills
• Special knowledge of the real estate industry, contract law, insurance, and property management
• Extremely high attention to detail
• Ability to work independently within a fast-paced environment, meet strict deadlines, and prioritize work
• Ability to negotiate issues in a professional and competent manner, being both diplomatic and assertive in difficult situations
• Ability to analyze issues and quickly to determine effective an course of action and response
• Ability to support group goals and execute their delivery
Location:Toronto, ON
Date Posted: 8/19/2013
Job Type: Permanent