Real Estate Contracts Manager

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Posting Information:
This posting is for an existing vacancy.

Term: 2 years
The internal posting deadline for this position is Friday May 22at 11:59PM.

Job Description:

Primary Purpose

The Real Estate Contracts Manager provides specialized expertise in the negotiation interpretation and administration of the Universitys real estate and lease agreements. The role ensures that the Universitys contractual rights obligations risks and financial interests are effectively managed across a diverse real estate portfolio. Working closely with the Executive Director Real Estate and Planning and key campus partners the Contracts Manager leads contract lifecycle management advises on due diligence and regulatory compliance and establishes consistent contracting practices that support operational effectiveness mitigate risk and enable positive relationships with external partners and internal stakeholders.

Key Accountabilities

Real Estate Contracts and Lease Management

• Assists the Executive Director with negotiating reviewing and administering complex real estate agreements including leases subleases and licenses operating agreements amendments renewals and terminations with industry government agencies and other external partners
• Conducts comprehensive lease interpretation to determine responsibilities for repairs maintenance capital replacements structural issues utilities and shared services.
• Manages the Universitys risk exposure with respect to real estate contracts while maintaining good working relationships with external partners and faculty members.
• Advises Plant Operations Finance Office of Risk Management and Compliance and other stakeholders regarding contractual responsibilities.
• Reviews and provides expert advice on all other real estate and lease agreements that the University requires to support its operations and ensures the Universitys real estate risks are understood and mitigated.
• Establish and maintain partner relationships by serving as a single point of contact for contractual matters.
• Coordinates and conducts due diligence activities related to new leases acquisitions dispositions and licensing arrangements including reviewing financial technical environmental and legal documentation.
• Collaborates with legal counsel Finance Procurement and Risk Management to develop negotiation strategies resolve contractual disputes and ensure institutional compliance.

Process Analysis Improvement and Portfolio Oversight

• Develops SOPs and best practices identifies process gaps and engages in proactive problem-solving aimed at supporting efficient execution and excellent customer service with regards to real estate and lease agreements.
• Develops and maintains standard lease templates clauses and contracting practices to support consistent efficient real estate operations.
• Manages the Universitys contracts in order to protect the Universitys assets and ensure compliance when negotiating real estate or lease agreements.
• Leads the organization review consolidation and ongoing management of all real estate and lease documentation ensuring records are accurate complete and accessible.
• Plays a key role in the implementation and migration to a centralized document management system including gathering reviewing validating organizing and migrating legacy real estate documents and ensuring appropriate version control and access protocols are established.
• Oversees contract lifecycle management including maintaining a centralized contract repository tracking critical dates (renewals terminations escalations) and monitoring deliverables and obligations.
• Conducts periodic compliance reviews and audits of existing contracts to ensure both the University and its partners meet their obligations.
• Utilizes market research and comparable data to inform negotiation positions evaluate financial terms and support decision-making for new agreements.

Policy Compliance

• Stays abreast of university and government policies related to real estate asset management procurement privacy and security IP or any other policies that impact the University from a contracts perspective.
• Establishes and maintains strong relationships with other units internal to the University in order to consult on real estate and lease agreements that overlap with other enterprises at the University.
• Ensures contracts comply with applicable municipal provincial and federal regulations including planning zoning building code environmental standards and safety requirements.
• Integrates principles of equity accessibility sustainability and inclusion into contracting practices where relevant aligning with institutional priorities and regulatory frameworks.

Financial and Portfolio Analysis

• Monitors financial components of real estate agreements including rent schedules operating costs recoveries escalation clauses and revenue impacts.
• Coordinates with Finance to ensure accurate billing payment processing and reconciliation of lease-related expenses and revenues.
• Provides financial summaries forecasts and reports to leadership to support strategic decision-making for the Universitys real estate portfolio.

Required Qualifications

Education

• Undergraduate degree in a related field required; graduate degree in business law real estate or related field preferred.
• Additional training or certifications in real estate contract management commercial leasing or risk management is an asset.
• Professional designations such as CCIM RPA CPM or equivalent are considered strong assets.

Experience

• 5-10 years of active management and administration of commercial leases real estate contracts or property management agreements.
• Demonstrated experience managing relationships with corporations and other non-academic partners.
• Demonstrated experience in contract life cycle management and administration of contracts.
• Experience working in public-sector or institutional environments is an asset.

Knowledge/Skills/Abilities

• Strong understanding of university operations and related enterprises (e.g. procurement facilities).
• Proven ability to support senior leaders with contract negotiations.
• Strong knowledge of commercial leasing concepts and associated financial terms.
• Understanding of key contract risk areas (indemnity insurance termination liability).
• Working knowledge of relevant regulatory frameworks (zoning bylaws environmental considerations building codes).
• Excellent written and verbal communication contract drafting and interpersonal skills.
• Strong analytical skills with attention to detail and the ability to review complex agreements.
• Ability to manage a high-volume workload with competing priorities.
• Ability to work with confidential information exercise sound judgment and provide balanced risk-informed advice.
• Ability to interpret financial information related to leases rent schedules and operating costs.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.