Transition Manager

This is a fully remote position, open to applicants in Canada.

📋 Description

• The Transition Manager for Lease Administration is tasked with overseeing client implementations in Lease Administration, cultivating relationships with clients and vendors, and centralizing, establishing, and producing schedules, reports, and communication plans, along with process flows for new or expanding business.

• This role is accountable for managing the entire transition lifecycle, which includes discovery, data extraction, migration, abstraction, validation, process documentation, and stabilization, before handing over to the designated Lease Administration team.

• Oversee multiple projects simultaneously.

• Monitor and manage the project team’s adherence to the scope, schedule, and budget during transitions.

• Comfortable leading teams and knowledgeable about standard hiring and employment practices.

• Ensure quality control within the database by identifying errors and inconsistencies during the onboarding phase.

• Capable of creating, editing, and running reports in various Lease Administration databases.

• Mentor and train junior transition resources on essential responsibilities.

• Interpret complex commercial lease language and pay close attention to details.

• Supervise lease abstraction, translation, and quality control processes for transition projects.

• Maintain evergreen templates and establish account processes, procedures, and playbooks, including a RACI chart.

• Guarantee timely (as per the agreed transition timeline) and accurate abstraction or input of all rental obligations related to leases and other critical lease information during the onboarding phase.

• Comprehend client business objectives, real estate portfolio strategies, and service expectations.

• Retain a thorough understanding of client agreements for team accounts, including the scope of work, fee structure, billing frequency, and payee information.

• Confirm that this information is accurately entered into WorkTrac.

• Program manage the delivery of transitions, including project timelines, Gantt charts, risk and mitigation strategies, action tracking, meeting agendas, and minutes.

• Conduct regular meetings and reviews with clients.

• Collaborate with the assigned lease administration team to develop robust client governance programs, including reporting cadence, communication methods, and business reviews during the transition.

• Prioritize exceptional service delivery and maintain strong client relationships.

• Handle client escalations and ensure prompt resolution of issues throughout the transition process.

• Supervise and guarantee that the global team delivers services effectively.

• Aid in the development of RFI and RFP responses, including pricing and presentation materials.

• Participate in client presentations for new business opportunities.

• Manage tasks and delegate database management assignments to global team members.

• Establish weekly calls and a continuous internal communication rhythm with global lease admin account team members to review tasks, discuss issues, and determine necessary actions.

• Prepare and deliver impactful communications with a professional demeanor.

• Promote effective communication and exhibit a professional presence, actively engaging with all team members to foster a collaborative environment.

• Possess a general understanding of AI technology and a willingness to adapt to technological advancements.

• Provide training on lease administration systems and dashboards.

• Capable of reviewing recovery clauses, establishing recovery pools, calculating actual recovery expenses for each tenant, and examining caps, base years, and non-standard exclusions.

• Develop preliminary monthly rental payment schedules.

• Assist in monitoring, reviewing, and approving all Rent, CAM, Operating Expense, Tax, and Insurance payments to Landlords, ensuring accuracy of all charges in leases.

• Review and validate Consumer Price Index adjustments as specified in legal documents.

• Maintain file systems, ensuring the data integrity of the initial information uploaded to the database application used for tracking all Tenant and Lease related data during the account's transition.

• Keep track of client transition financial forecasts for internal tracking and budgeting.

• Confirm and approve monthly client billing.

• Responsible for ensuring that all pass-through expenses are billed in compliance with contracts and internal processes for transitions.

• Track accounts receivable for assigned clients and escalate issues to the appropriate parties.

• Provide regular status reports to internal management.

• Familiarity with Lease Administration scope of services, master service agreements, and intercompany contractual review and development in collaboration with Colliers legal, risk, and security teams.

• Develop and maintain a method for tracking team workloads and assignments, providing updated gearing annually.

• Review and validate team allocations and ensure alignment with the contractual scope of work and client expectations.

• Manage team workloads to ensure equitable distribution.

• Create a roadmap to streamline and enhance the delivery of the transition program.

• Lead key program initiatives, including Best Practice tracking, Case Study Development, AI partnerships with Technology, and Global COE Partnerships.

• Conduct post-transition Lessons Learned sessions to inform and implement process improvements for future transitions.

• Perform other duties as assigned.

⛳️ Requirements

• A bachelor's degree in business, accounting, real estate, or a related field is preferred.

• Qualified candidates should have a minimum of 10 years of relevant experience in the commercial real estate lease administration sector and/or accounting and property management fields, having worked in either (or both) the Landlord or Tenant sectors.

• Intermediate to expert-level experience with various commercial real estate database applications, including CoStar, Yardi, Apex, ProLease, Virtual Lease, or other portfolio management systems.

• Proven expertise in managing multi-line global accounts with over 1,000 leases and a global account management structure.

• Intermediate proficiency with Microsoft Office tools (Word, PowerPoint, Excel, OneNote, etc.).

• Comprehensive knowledge of FASB/IFRS accounting standards and general accounting principles is preferred.

• Must demonstrate effectiveness and a successful track record of working independently, ideally in a remote setting, and possess strong time management skills.

• Must be authorized to work in Canada on a full-time basis.

🏝️ Benefits

• Innovative projects: Engage in groundbreaking initiatives that shape our communities, drive our growth, and create a significant impact.

• Career growth: Propel your career forward and achieve your goals with industry-leading training and development programs.

• Competitive benefits & compensation: Enjoy a comprehensive and flexible benefits package along with competitive compensation that acknowledges your contributions and supports your well-being.

• Collaborative culture: Join our proactive team where innovation flourishes, collaboration is essential, and our people are empowered to be their authentic selves and excel at their work.

• Diversity, Equity & Inclusion: Our extensive North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), allowing you to connect, learn, and contribute to a diverse and supportive community.

• Global network: Become part of a global team of 24,000 professionals across 70 countries, where you will expand your network and gain insights from experts in a dynamic international community.