Property Administrator

Location: This hybrid role requires 3 days on-site at our Burnaby, BC office and 2 days remote per week.

Welcome to Specsavers – where we’re not just about eyecare and eyewear, but changing lives through better sight. Ranked the 5th Best Workplace™ in Canada and 12th globally by Great Place to Work®, we’re proud of our optometrist-owned model that makes high-quality, eyecare and eyewear accessible to all Canadians. 

Founded 40 years ago in the UK by visionary husband and wife optometry duo Doug and Mary Perkins, Specsavers has remained privately owned since day one. Today, we are a $7.8 billion global business with over 45,000 colleagues across more than 2,700 retail optical locations.

In Canada, our support office is based in Burnaby, BC. Since entering the market in 2021, we’ve been scaling rapidly, now with over 270 locations nationwide. With advanced clinical equipment and a wide range of affordable, high-quality eyewear, we’re transforming the way Canadians experience eyecare.

If you’re passionate about making a difference and want to be part of a values-driven organization, join us as we continue to grow. Together, we can change lives through better sight.

What You’ll Do

The Property Administrator is responsible for the day-to-day administration of Specsavers Canada’s national property portfolio. This role provides essential support to the Property and Legal teams across the full lifecycle of a lease, including new store set-up, rent and percentage rent administration, insurance, sales reporting, lease documentation, and ongoing landlord communication. The role requires strong organizational skills, financial attention to detail, and the ability to manage a high volume of recurring deadlines across a national portfolio.

Key Responsibilities

Rent, Percentage Rent & Financial Administration

• Review and approve Rental Advice Notices (RANs), including annual RAN reviews and new store RAN set-up, ensuring alignment with executed lease terms.
• Process and troubleshoot percentage rent invoices and calculations within Lease Eagle, including breakpoint, square footage, and lease year verification.
• Manage annual Year-End Adjustments (CAM/operating cost reconciliations), reviewing landlord-submitted reconciliations against lease terms and escalating material variances.
• Request and process security deposits and prepaid rent in coordination with the Finance team.
• Coordinate EFT payment set-up with landlords and Finance following lease execution.
• Monitor and report monthly sales data to landlords within required lease timelines, including organic and concession store sales uploads into Lease Eagle.
• Distribute annual sales reports to landlords as required under lease terms.

Insurance Administration

• Coordinate Certificates of Insurance (COI) for new store openings, including liaising with WTW (insurance broker) to obtain certificates with correct certificate holder and additional insured information.
• Manage the annual COI renewal process across the national portfolio, including individual and blanket certificate distribution.
• Process COI revisions resulting from property sales or landlord/management changes.

Lease Documentation & Compliance

• Support the Estoppel Certificate process, including coordinating internal review, DocuSign execution, and SharePoint filing of executed documents.
• Process Notice and Direction documents, including updating COI holders, Lease Eagle records, and coordinating banking updates with Finance.
• Manage Notice of Opening documentation with Construction and landlords.
• Maintain accurate, organized records in SharePoint following established naming and filing conventions for all lease and property documentation.
• Maintain the Lease Eagle database, including sales imports, charge updates, and report generation.

New Store Set-Up

• Request EPOS numbers for newly approved store projects.
• Coordinate Utility and Landlord Contact form distribution and utility account set-up/transfers with the Facilities and Procurement team.
• Track and request Certified Area Certificates following store occupancy.
• Support HVAC responsibility set-up and maintenance contract coordination where applicable.

DocuSign & Document Execution

• Prepare and circulate documents for execution via DocuSign, including OTLs, leases, pylon agreements, waivers, and addendums, following the required internal approval sequence.
• Track documents through execution and ensure fully signed copies are filed and distributed to the appropriate internal stakeholders.

Reporting & Meeting Support

• Prepare the Financial Projections to Lease Actualizations and Risk Log slides for the monthly Growth Update presentation.
• Take notes and track action items during weekly Property Meetings.
• Maintain and update the Google Maps store sales layer on a monthly basis.
• Manage the central Property email inbox, triaging and directing landlord correspondence, facility notices, and compliance matters to the appropriate team or individual.

Store Closures & Subleases

• Coordinate Finance notifications and lump sum payment call-outs upon store closure or lease termination.
• Process Sublease Agreement notifications to landlords following execution of new partner agreements.

What We’re Looking For

• Experience in commercial real estate, property administration, or lease administration.
• Strong organizational skills with the ability to manage a high volume of recurring deadlines across a national portfolio.
• Experience with financial calculations, including percentage rent, reconciliations, and lease-based charge structures.
• Intermediate proficiency in Microsoft Excel, including VLOOKUP, pivot tables, and data reconciliation between multiple sources.
• Experience with lease administration software (Lease Eagle / MRI ProLease) or willingness to learn.
• Excellent written communication skills, particularly for professional correspondence with landlords, external partners and internal cross-functional teams.
• High attention to detail and comfort working with binding legal and financial documentation.

Compensation: $65,000 - $75,000 base salary, plus quarterly bonus, profit sharing, and benefits. Actual compensation will be determined based on experience

Speccies’ Benefits

• 3 weeks of vacation and 1 paid volunteer day per year
• 1 extra paid day off plus an eyecare voucher to celebrate your birthday.
• Health and dental benefits, RRSP matching and a Healthcare Spending Account active from your first day.
• Mental health and wellbeing support, including $3,000 annually for practitioner care and access to our Employee Assistance Program.
• Quarterly bonuses, based on your performance.
• Annual Profit Share program to recognize your part in Specsavers’ success.
• Free parking, access to the building gym, and a fully stocked kitchen with snacks and coffee/tea.
• On‑site wellness offerings in-office, including RMT and yoga sessions.
• Team and company social events, including holiday and annual celebrations. 

Behaviours We Value

• Collaborative: We work together as one Specsavers to deliver on our purpose
• Curious: We question, explore, and seek out diverse perspectives to develop our knowledge and understanding
• Courageous: We challenge the status quo, we experiment with good ideas, and we are brave, bold, and fast in our decision making
• Compassionate: We care, support, and help each other
• Commercial: We treat money wisely and make decisions that are good for our customers, our partners, our people and for the long term

We hope that in applying with us, you value these things as well!

Our Hybrid Work Model

Experience the best of both worlds. At Specsavers, we embrace a hybrid approach that balances in-office collaboration with the flexibility to work from home. We come together in office three days a week to connect, innovate, and keep our culture thriving.

Equal Opportunity Employer

At Specsavers, we are committed to fostering a diverse and inclusive workplace. We believe that a diverse team enriches our work environment and enables us to achieve our goals. We are an equal opportunity employer and encourage candidates of all backgrounds and abilities to apply. If you believe you can contribute to our mission and vision, we welcome your application, even if you don't meet every qualification listed. We value the unique skills and perspectives each individual brings to our team.

Accessibility and Accommodations

We are committed to creating an inclusive and accessible workplace. If you require accommodations at any stage of the application or interview process, please let us know by contacting us at careers.ca@specsavers.com . We will work with you to meet your needs and ensure a fair and equitable experience.