Lease Administrator

Black Diamond Group owns and operates a portfolio of businesses specializing in modular buildings and remote and temporary workforce housing solutions, along with a digital marketplace for business-to-business crew travel management. We create value by providing differentiated solutions. We believe each customer and each project is unique and that we can tailor a combination of products and services that deliver an enhanced outcome. Our Way is to Create a Better Way – this is our challenge, our call to action, our why!

We believe that a clear strategic vision, with measurable objectives, along with disciplined accountability and data-based decision-making leads to successful outcomes. When we couple this approach with our values-driven, collaborative, safety conscious culture, we achieve top decile performance, deliver results, and have fun while doing it!

We offer careers, not jobs, and we strive for an environment where the best people come to work and feel rewarded for their contributions. We are a team of the best and the brightest in industry, and since our inception, we have led with a people-first approach. We give our employees ample opportunity to pursue their interests and passions and support them as their careers progress.

Black Diamond Group’s Capital Projects & Real Estate department has a full-time position for Lease Administrator.

This role is hybrid - in-office with 20% flexibility to work from home.

The Lease Administrator is responsible for the accurate maintenance, administration, and financial coordination of lease records supporting our modular space operations across Canada, the United States, and Australia.

The role serves as a central point of coordination for lease documentation, payment tracking, contractual milestones, financial reporting, and property-related obligations. Working closely with the Capital Markets and Real Estate team and cross-functional stakeholders, the Lease Administrator helps ensure the organization proactively manages its real property commitments, maintains accurate financial information, and meets contractual and reporting requirements.

The ideal candidate is a highly organized and detail-oriented professional with experience in lease administration, real estate, accounting, finance, or contract administration, who combines strong financial acumen with excellent coordination skills and the ability to manage a complex, multi-jurisdictional portfolio.

Key Duties and Responsibilities Lease & Portfolio Administration

• Maintain accurate and up-to-date lease records for properties across Canada, the United States, and Australia, including internal and external real property agreements and Crown leases.
• Administer the full lifecycle of real property agreements, including new lease setup, amendments, renewals, and terminations.
• Track lease payments, financial obligations, renewal dates, termination provisions, escalation clauses, and other key contractual requirements to ensure timely action and compliance.
• Monitor and proactively flag upcoming lease milestones, including renewal windows, notice periods, escalations, expiries, and other contractual deadlines.
• Maintain a centralized lease database and tracking system, ensuring data integrity, completeness, and audit readiness.
• Maintain a strong working knowledge of the Crown lease portfolio and ensure expiry dates, renewal terms, and related compliance requirements are appropriately tracked and actioned.
• Serve as the central administrative point of contact for leased assets, coordinating documentation, records, tasks, and stakeholder communications across the real estate portfolio.
• Serve as the primary documentation support contact for internal business units, branch managers, landlords, and other stakeholders on lease-related matters.
  
  

Financial & Accounting Support

• Coordinate the quarterly forecasting cycle for Black Diamond Real Estate, including lease expenses, lease-related revenues, intercompany eliminations, and related financial assumptions.
• Support the Financial Reporting team with IFRS 16 lease reporting by maintaining accurate records of new leases, amendments, additions, disposals, and changes to existing lease agreements.
• Serve as the subject matter expert for the Black Diamond Real Estate entity within NetSuite, including master data maintenance, workflow support, and preparation of month-end accounting entries.
• Support accurate month-end accounting by reviewing actual results against forecast, identifying variances, and preparing or coordinating required adjustments.
• Administer annual property tax notices for owned properties, including processing payments, allocating and amortizing costs to appropriate general ledger accounts, and coordinating with the Tax team on assessment reviews or challenges as required.
• Create and process SG&A purchase orders under the Black Diamond Real Estate profit and loss statement, ensuring accurate coding, approvals, and supporting documentation.
• Provide analytical and financial modelling support to enable data-driven decision-making across the lease and property portfolio.
• Prepare regular reporting and summaries on lease status, upcoming obligations, financial commitments, and portfolio metrics for the Capital Markets and Real Estate team.
  
  

Stakeholder & Contract Coordination

• Ensure contractual commitments are proactively monitored, managed, and communicated to relevant business units and leadership.
• Support the leader in liaising with landlords, government and Crown authorities, legal counsel, and internal departments including Finance, Operations, Treasury, FP&A, HSE, Tax, and Financial Reporting.
• Assist with the review of lease agreements to identify risks, discrepancies, financial implications, or non-standard terms, escalating matters as appropriate.
• Support internal and external audits by providing lease documentation, records, reporting, and supporting information as required.
• Support ad hoc real estate projects, including due diligence activities related to new site acquisitions and divestitures.
• Coordinate activities and documentation required to ensure lease-related information is accurate, complete, and readily available to stakeholders.
  
  

Qualifications

• Post-secondary education in Business Administration, Real Estate, Accounting, Finance, Paralegal Studies, or a related field, or an equivalent combination of education and experience.
• 2+ years of experience in lease administration, property management, real estate, accounting, finance, contract administration, or a related field.
• Strong organizational skills and exceptional attention to detail, with the ability to manage a high volume of records, financial information, and competing deadlines.
• Strong financial acumen, with the ability to interpret financial information, identify variances, and communicate financial matters clearly and professionally.
• Experience with enterprise systems such as SAP, Oracle NetSuite, Power BI, or similar financial and reporting platforms is considered an asset.
• Knowledge of IFRS 16 lease accounting and financial reporting requirements is considered an asset.
• Advanced proficiency in Microsoft Excel, with strong working knowledge of Microsoft Office applications, including Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills, with the ability to build effective working relationships with internal and external stakeholders.
• Ability to work independently, prioritize competing deadlines, and manage a complex, multi-jurisdictional portfolio.
• Strong analytical and problem-solving skills, with the ability to identify discrepancies, assess information, and escalate issues appropriately.
• Demonstrated ability to handle confidential contractual, financial, and business information with discretion and professionalism.
  
  

What You Bring

• A proactive and detail-oriented approach to lease and portfolio administration.
• Strong attention to accuracy, data integrity, and financial controls.
• The ability to manage multiple lease agreements, deadlines, financial obligations, and stakeholder requirements simultaneously.
• Confidence working with contracts, financial information, accounting records, and enterprise systems.
• Strong collaboration skills and the ability to work effectively across Finance, Accounting, Tax, Treasury, Legal, Operations, HSE, FP&A, and Real Estate.
• A solutions-oriented mindset with the ability to identify potential issues early and proactively follow through to resolution.
• The ability to work effectively within a fast-paced environment while maintaining accuracy and meeting deadlines.
  
  

For more information, please visit www.BlackDiamondGroup.com

We are an Equal Opportunity Employer

Black Diamond Group Limited is committed to diversity, equal opportunity and ensuring that our employees have the ability to thrive in an inclusive environment. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, family status, veteran status, Indigenous status, national origin, age, disability or any other legally-protected factors. Accommodation for applicants with disabilities is available upon request during the recruitment process.

Company: Black Diamond Group