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The Administration Manager is responsible for overseeing and ensuring the efficient execution of all administrative activities within the Real Estate Department. This includes supporting lease management, standardizing processes, and coordinating with the Facilities and Project Management teams to ensure operational effectiveness. The role requires strong organizational skills, leadership capabilities, and a proactive approach to driving continuous improvement in administrative functions across the department.
Administrative Operations & Governance Develop, implement, and oversee standardized administrative procedures to improve efficiency and consistency within the department. Ensure proper documentation, record-keeping, and organization of critical real estate data, including leases, contracts, and compliance documents. Manage and coordinate departmental reporting, budgets, and key performance indicators (KPIs). Provide administrative and coordination support to Facilities and Project Management teams, ensuring accurate documentation, budget tracking, and timely approvals, while promoting best administrative practices and process efficiencies. Own the governance and standardization of real estate data management systems, ensuring data integrity, accessibility, and compliance with corporate policies across regions. Lead the coordination and standardization of administrative processes and documentation across Canadian and U.S. operations, in collaboration with relevant stakeholders. Financial & Budgeting Support Assist the Facilities and Project teams in the preparation and consolidation of real estate budgets and forecasts for both Canada and the U.S., by ensuring timely execution of the process, coordinating key deadlines, and acting as a liaison with the Finance team. Ensure budgeting tools and templates are ready and available for use by the teams. Oversee and ensure the accurate and timely execution of all real estate-related payments, including lease obligations and service invoices, by supervising administrative assistants in processing invoices, approvals, and financial record-keeping while ensuring compliance with company policies. Collaborate with Finance to reconcile expenses, track variances, and support financial reporting requirements. Lease Management & Compliance Support Assist in maintaining lease records, tracking key dates, and ensuring timely execution of lease-related activities. Collaborate with legal and finance teams to ensure lease compliance and accuracy of financial obligations. Support lease administration activities, including the review and verification of lease documents. Strategic Support & Special Projects Support M&A activities by coordinating data collection, budget preparation, and overseeing administrative processes for account setup and closure in collaboration with relevant teams. Lead internal transformation initiatives to streamline administrative processes and improve workflow automation. Drive continuous improvement projects focused on administrative workflow efficiencies, system enhancements, and stakeholder communication. Assist in the implementation and enhancement of property management, financial, and document management systems in partnership with IT and department leaders. Coordinate special reporting requests and prepare analysis for senior leadership and cross-functional stakeholders. Support compliance and audit preparation efforts by organizing required documentation and process overviews. Team Coordination & Leadership Supervise and support the development and performance of the administrative team, ensuring alignment with departmental goals. Establish clear priorities, promote best practices, and foster a culture of accountability and continuous improvement. Act as a key liaison between internal teams (Facilities, Projects, Finance, Legal, IT), coordinating cross-functional administrative efforts. Represent the administrative function in internal planning and coordination meetings. Provide direct administrative support to senior leadership, including scheduling, reporting, and preparation of key materials.
Education & Experience: Bachelor’s degree in Business Administration, Real Estate, Finance, or a related field. 5+ years of experience in administrative management, preferably within a real estate or facilities environment. Experience leading administrative teams and standardizing processes. Familiarity with financial administration, budgeting, and invoice processing. Bilingualism (French / English) - Need to interact on a regular basis with our internal and/or external Master Group collaborators across the country. After evaluation, it has been determined that no other solution can meet these professional obligations. Key Competencies: Strong organizational and process improvement skills. Knowledge of lease administration and real estate operations. Proficiency in Microsoft Office Suite and property management software. Excellent communication and interpersonal skills. Ability to manage multiple priorities and work under tight deadlines. Leadership and team development capabilities. Strong financial acumen and attention to detail.
Master, for over 70 years We've been the HVAC-R leader and one of Canada's Best Managed Companies since 2010. As the country's leading private HVAC-R distributor, we have over 1,400 active employees, operating in more than 55 branches and 3 distribution centers from British Columbia to the Atlantic provinces, as well as 30 branches in the United States. It's good to work with us At Master, we offer you a dynamic, stimulating and fun environment. With a firm belief in healthy, open communications, we take a hands-on approach with all our employees. Teamwork is an integral part of our values, and it's through teamwork that we achieve our greatest successes.
