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Lease Administrator

April 16 2018
Industries Retail
Categories Legal, Paralegal, Commercial - Corporate - Business, Real Estate, Management - Administration, Property Management, Real Estate
Saint-Laurent, QC

New Look Vision Group Inc.​

New Look Vision Group Inc. (formerly New Look Eyewear Inc.) is a Montreal-based, Canadian public company with its shares listed on the Toronto Stock Exchange ("BCI").

It is a leading provider of eye care products and services in Eastern Canada. The company has three main retail optical banners: New Look Eyewear (, Vogue Optical ( and Greiche & Scaff ( The Group's network consists of 212 corporately-owned eye care stores. Stores are located in Québec (122), Ontario (23), Nova Scotia (22), New Brunswick (22), Newfoundland and Labrador (14), Prince Edward Island (6), Saskatchewan (2), and British Columbia (1). The Company operates a lens processing laboratory and a distribution centre in Ville St-Laurent, Québec, and a lens processing laboratory in Charlottetown, Prince Edward Island. 2017, In October, the Company acquires IRIS, le groupe visuel, a national optometrically driven chain and banner, with a network of 147 locations across Canada (50 corporate, 77 jointly owned and 20 franchised)

This confirms the Company's position as the largest optical company in Canada with four significant banners, New Look Eyewear, Vogue Optical, Greiche & Scaff and IRIS

Summary : 

The Lease Administrator, reporting to the Senior Director Real Estate, would be responsible for managing all lease management data bases relating to New Look Vision Group Inc.  The individual would be responsible for preparing lease reviews and abstracts, highlighting lease obligations, critical dates and rental rates and in conjunction with the finance department, validating all landlord monthly invoices and year –end reconciliations. The Lease Administrator would be responsible for coordinating with various internal departments (namely, accounts payable, facilities and regional managers) as well as third parties (landlords and property managers) to ensure lease compliance across the organization and resolve routine lease issues. He/She supports operation`s in tracking all renewal option notices as well as lease expiry dates.

Essential Duties and Responsibilites

  • Enter all lease data into real estate management data bases and other systems, as required.
  • Ensure that the information within the 3 primary databases serving the real estate department are synchronised, namely, Space, hard copy store files and soft copy files on Immobilisations.
  • Summarize Leases (financial obligations, critical dates and principal clauses).
  • Revise lease and financial information as necessary in Space based on updated lease documentation and as provided by internal accounts payable departments.
  • Perform all year-end Rent reconciliations in concert with accounts payable and landlords.
  • Ensure Minimum Rent payments and operating expenses, realty taxes, insurance fees, etc. are charged in accordance with the terms of the Lease. 
  • Act as support service to Finance by providing timely rent and store data for public reporting in quarterly and annual reports.
  • Manage the integration of new lease data during acquisitions, as well as dispositions.
  • Systematically track critical lease dates and deadlines monthly concurrently advising operations and accounting.
  • Follow up on all lease amendments and lease renewals drafted relative to the exercise of renewal options and or lease extension agreements.
  • Interpret lease clauses and ensure landlords respect the Tenant`s rights as per the Lease at all times.
  • Ensure retail locations are insured as per the lease and certificates are forwarded to Landlords.  
  • Consult outside legal real estate support services to clarify certain lease provisions, as required.
  • Review Estoppel Certificates in a timely manner.
  • Undertake lease Registrations and monitor process through to completion in conjunction with outside legal services mandated to prepare appropriate notices.
  • Maintain and update store files in an orderly fashion.  
  • Record all security deposits.  

Qualifications / Skills : 


  • Bachelors` degree or equivalent work experience.
  • Experience (5 years or +) in retail commercial real estate in a similar position.
  • Experience reading and interpreting retail real estate leases, including all related lease documents.
  • Experience with lease management software or otherwise the ability to become proficient quickly.
  • Strong attention to written details.
  • Resourceful, autonomous worker.
  • Customer-service focus.
  • Priority setting, organisation and time-management skills.
  • Proactive and demonstrates good judgement.
  • Good Communicator.
  • Acts as Ambassador to New Look Vision Group Inc. by his attitude and actions.
  • Fluency in French and English.
  • Thorough knowledge of Office Suite.

Permanent position
Schedule of 37.5 hours
Monday to Friday from 9am to 5pm
Salary to be discussed
Entry into office as soon as possible​

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