Property Portfolio Coordinator

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 Portfolio Coordinator plays a critical control and coordination role within Specsavers Canada's national property function. This is not a traditional administrative position. The role carries direct accountability for the financial integrity, lease compliance, and operational governance of a national store portfolio spanning all provinces.

You'll be the first line of control between Property, Finance, and Legal — responsible for ensuring rent, percentage rent, CAM reconciliations, insurance, and critical lease dates are managed with precision and escalated when risk arises. Errors or missed deadlines in this role carry real financial and legal consequences, including lease default, landlord overpayment, and loss of renewal rights.

The successful candidate will bring commercial real estate knowledge, strong financial acumen, and the ability to manage a high volume of concurrent obligations across a complex, fast-moving portfolio. This role offers significant cross-functional exposure and genuine ownership of a function that sits at the operational heart of Specsavers Canada's growth strategy.

Key Responsibilities

Property Payments, Lease Financial Controls & Rent Governance

• Own the day-to-day property payment governance process, ensuring rent, additional rent, percentage rent, deposits, prepaid rent, and landlord charges are reviewed against executed lease terms before payment or escalation.
• Review and approve Rental Advice Notices (RANs), including annual RAN reviews and new store RAN set-up, ensuring full alignment with executed lease terms.
• Process and troubleshoot percentage rent invoices and calculations within Lease Eagle, including breakpoint, square footage, lease year, and rent commencement date verification.
• Act as the first-line control point between Property and Finance to identify incorrect charges, unsupported adjustments, duplicate billing, landlord invoice discrepancies, and missing credits.
• Manage annual Year-End Adjustments (CAM and operating cost reconciliations), reviewing landlord-submitted reconciliations line by line against lease obligations and escalating material variances.
• Request and process security deposits and prepaid rent in coordination with Finance.
• Coordinate EFT payment set-up with landlords and Finance following lease execution.
• Monitor and report monthly sales data to landlords within contractual deadlines, including organic and concession sales uploads into Lease Eagle.
• Distribute annual sales reports to landlords in accordance with lease requirements.
• Support financial forecasting and reporting by maintaining accurate property cost data used for lease actualization, budgeting, and risk reporting.
• Escalate payment risks where lease records, landlord invoices, or Finance records are misaligned.

Lease Critical Dates, Expiries & Renewal Support

• Maintain and monitor the national lease critical dates tracker, including lease expiries, renewal options, notice periods, rent review dates, commencement dates, and possession dates.
• Provide proactive reporting to the Director of Real Estate and Real Estate Manager on upcoming lease expiries, option deadlines, and renewal decision points.
• Support lease renewal preparation through compilation of lease abstracts, rent schedules, landlord correspondence, amendment history, option clauses, and notice requirements.
• Coordinate renewal administration, including tracking notices, landlord responses, amendments, and executed renewal documentation through to completion.
• Ensure all renewal activity is accurately reflected within Lease Eagle and supporting property records.
• Escalate critical-date risks where renewal windows, notice requirements, or internal approval timelines may impact the company's ability to renew, renegotiate, relocate, or exit a location.
• Support implementation of renewal agreements, ensuring updated commercial terms, incentives, rent schedules, and landlord obligations are communicated to Finance and relevant stakeholders.
• Produce regular reporting on expiring leases, renewal activity, and key contractual milestones across the portfolio.

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 to landlords within required timelines.
• Process COI revisions resulting from property sales, ownership transfers, or landlord and management changes.

Lease Documentation, Compliance & Portfolio Governance

• Support the Estoppel Certificate process, including coordinating internal review across Legal, Finance, Construction, and Property, managing all landlord-facing communications, and ensuring execution and filing within required response windows.
• Process Notice and Direction documents, including updating COI holders, Lease Eagle records, and banking details with Finance.
• Review lease-related documentation and landlord requests for completeness, accuracy, and alignment with established property processes prior to escalation.
• Identify and escalate inconsistencies between executed lease documents, landlord correspondence, Lease Eagle records, and Finance payment requirements.
• Maintain auditable records of lease documentation, landlord notices, amendments, approvals, and executed agreements in SharePoint, following established naming conventions and governance standards.
• Ensure changes arising from renewals, ownership transfers, landlord changes, amendments, closures, and legal notices are accurately reflected across all systems and records.
• Maintain Lease Eagle database integrity, including sales imports, charge updates, reporting, and data validation activities.

New Store Set-Up

• Request EPOS numbers for all newly approved store projects.
• Coordinate Utility and Landlord Contact form distribution and utility account set-up and transfers with Facilities and Procurement.
• Track and request Certified Area Certificates following store occupancy.
• Support HVAC responsibility set-up and maintenance contract coordination where applicable.
• Ensure all lease commencement information and landlord obligations are accurately captured and reflected in property systems from day one.

DocuSign & Document Execution

• Prepare and circulate documents for execution via DocuSign, including OTLs, leases, amendments, waivers, pylon agreements, and related property documents, following required internal approval sequences.
• Track documents through the full execution process and ensure completed copies are distributed, filed, and recorded appropriately.
• Maintain visibility of all outstanding documents and proactively follow up with stakeholders to ensure timely completion.

Reporting, Analysis & Meeting Support

• Prepare Financial Projection to Lease Actualization reports and Risk Log updates for monthly Growth Update presentations.
• Produce standalone reporting on lease expiries, payment obligations, renewals, risk items, and portfolio activity for the Director of Real Estate and Property leadership.
• Convert lease, payment, and landlord activity data into clear actions, risks, and recommendations for Property, Finance, and Legal stakeholders.
• Manage the Property inbox as a risk-triage function, identifying urgent payment issues, legal notices, landlord correspondence, and renewal matters requiring escalation.
• Take minutes and track actions arising from Property team meetings.
• Maintain and update the Google Maps store sales layer and other portfolio reporting tools on a monthly basis.

Store Closures & Subleases

• Coordinate Finance notifications and closure payment requirements resulting from store closures or lease terminations.
• Support closure administration and landlord communications associated with lease exits.
• Process sublease notifications to landlords following execution of new partner agreements.
• Ensure closure, assignment, and sublease information is accurately reflected across all property systems and records.

What We’re Looking For

• Minimum 2 years of experience in commercial real estate, lease administration, property management, or portfolio administration.
• Demonstrated experience managing critical lease dates, payment obligations, and compliance deadlines across a multi-site portfolio.
• Experience working directly with lease documentation including base rent, percentage rent, CAM reconciliations, renewal options, and notice requirements.
• Background in commercial real estate brokerage, landlord-side administration, or tenant representation is strongly preferred.
• Experience coordinating across multiple internal teams including Legal, Finance, Accounting, and Construction.
• Post-secondary education in Real Estate, Business, Commerce, Finance, or a related field is preferred.

Nice-to-have: 

• A real estate license or professional designation is an asset.

Compensation: $70,000 - $80,000 base salary, plus quarterly bonus, profit sharing, and benefits. Actual compensation will be determined based on experience

Speccies’ Benefits

• 4 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.