Job Description
The Greater Victoria Harbour Authority (GVHA) is a not‑for‑profit organization that manages many of the iconic waterfront spaces around Victoria. Since its inception in 2002, GVHA has served as a steward of harbour lands. GVHA ensures these spaces remain safe, clean, vibrant, accessible, economically sustainable, and respectful of the unceded territories of the lək ̓ʷəŋən People, known today as the xʷsépsəm (Kosapsum) Nation and Songhees Nation. Part of our commitment is to advance our First Nations relationships through meaningful and ongoing collaboration and create a vibrant and harmonious harbour for all.
We are seeking a Contracts Administrator to play a key role in supporting a dynamic portfolio of commercial leasing and real estate agreements, helping ensure our customer relationships remain strong. This position is ideal for someone who enjoys balancing detail-oriented contract administration with relationship building and problem solving. You will bring experience drafting commercial lease and real estate agreements, and related amendments, and will support the full contract lifecycle from preparing documentation and coordinating renewals to maintaining accurate records. In addition, you will provide financial administration support through rent roll preparation, budgeting, forecasting, and reporting. Reporting to the Business Development Manager, you will work closely with internal teams and commercial clients to help streamline processes, support continuous improvement, and deliver a high standard of service.
This full-time position offers a comprehensive benefits package, including extended health and dental coverage (premiums paid by GVHA), RRSP matching, annual performance bonus, professional development funding, subsidized transit pass, paid vacation, plus additional paid and non-paid leave. Recruiting annual salary range is $64,000 to $75,000.
Specific Accountabilities
Contracts Administration:
Supports the creation, renewal and management of all commercial and float home agreements across the portfolio ensuring adherence to law-established rules and guidelines.
Establishes strong relationships with customers as well as external interest holders, including municipal and provincial governments.
Maintains date tracking process for contract renewal, insurance expiration, and reconciliations.
Keeps accurate, consistent files and information for all customers.
Acts as an internal resource for contract processes and document/template development.
Creates and maintains a workplan to manage the expiry/renewal of all contracts, insurance certificates, marine surveys, business licenses, and other relevant documents.
Tracks all legal documents executed by GVHA (e.g. statutory right of way, letters of intent, non-disclosure agreements, etc.), legal opinions, market rate appraisals and vendor contracts.
Maintains positive customer communications and customer relations through email correspondence, phone and in-person interactions.
Coordinates customer requests with other internal departments, such as construction works, communication messaging, billing and utility inquiries etc.
Assists with negotiating terms for lease/license agreements for GVHA portfolio.
Assists with maintaining key performance indicators (KPIs) to promote quality management and continuous improvement in contracts administration.
Assists with establishing systems and templates to streamline contracts administration and maintain quality assurance.
Simple conveyancing around float home sales and receipt of disposition fees.
Assists with the management of various projects, RFPs, RFEOIs and facility planning.
May act as a point of contact for third party service providers to ensure KPIs set out in contracts are being met.
Financial Administration:
Provides new and updated customer information to be recorded in accounting and property management software.
Prepares monthly rent roll for review.
Answers inquiries related to commercial licenses, leases and contracts.
Assists with fiscal year-end procedures, at the direction of the Finance team.
Prepares and tracks annual percentage rent reconciliation.
Assists with annual rent increases and other financial matters related to commercial, service and float home contracts.
Prepares the annual commercial, non-cruise business development budget.
Assists with monthly financial statement commercial performance.
Assists with accurate commercial forecasting, reports, and contributes to planning initiatives.
Working Conditions
Office environment - open concept office plan.
Regular, full-time. Monday to Friday, 37.5 hours per week.
After 90 days, eligible to work from home up to 2 days a week.
Occasional field visits and meetings with existing and potential customers.
Potential for challenging customer situations.
Experience and Education
A certificate or diploma in business administration or related field is preferred.
Minimum 3 years’ experience supporting the management of commercial property.
Minimum 3 years’ administering commercial contracts and/or legal agreements or working within a property management administration setting.
Experience drafting commercial leasing or real estate agreements and amendments.
Proficient in all Microsoft products, including Word, Excel, Outlook, OneNote, MS Teams, SharePoint.
Experience with Microsoft Great Plains and/or Property Site Manager software is an asset.
Experience with Rent Manager or Yardi Breeze is an asset.
Experience with Asana or other task management software is an asset.
Knowledge, Skills, and Abilities
Working knowledge of property management/facility operations.
Familiarity with negotiations involving contracts/agreements.
Excellent interest holder and customer relation skills.
Excellent attention to detail and critical thinking ability.
Strong verbal and written communication skills.
Strong property finance skills.
Demonstrated team player.
Ability to be customer oriented and to exchange information, and deliver innovative solutions to customers in a timely, professional manner.
Ability to anticipate customer needs and commit to respond in agreed time frames.
Ability to develop and maintain honest and respectful relationships that help fulfill the expectations and needs of interest holders and colleagues.
Ability to communicate effectively and participate in conversations involving constructive feedback.
Ability to develop and maintain effective working relationships with groups and individuals with diverse or competing interests or perspectives.
Ability to exercise tact, good judgment, discretion, confidentiality and flexibility in project delivery.
Ability to manage and organize workload and concurrent projects while taking into consideration changing priorities and deadlines, emerging issues, impact of decisions, and competing and conflicting demands.
Ability to provide concise and accurate information verbally and in writing, including reports, presentations and correspondence in a language suitable to the audience.
Ability to adapt to changes in work environment, work assignments, and/or changes in organizational priorities.
We are seeking a Contracts Administrator to play a key role in supporting a dynamic portfolio of commercial leasing and real estate agreements, helping ensure our customer relationships remain strong. This position is ideal for someone who enjoys balancing detail-oriented contract administration with relationship building and problem solving. You will bring experience drafting commercial lease and real estate agreements, and related amendments, and will support the full contract lifecycle from preparing documentation and coordinating renewals to maintaining accurate records. In addition, you will provide financial administration support through rent roll preparation, budgeting, forecasting, and reporting. Reporting to the Business Development Manager, you will work closely with internal teams and commercial clients to help streamline processes, support continuous improvement, and deliver a high standard of service.
This full-time position offers a comprehensive benefits package, including extended health and dental coverage (premiums paid by GVHA), RRSP matching, annual performance bonus, professional development funding, subsidized transit pass, paid vacation, plus additional paid and non-paid leave. Recruiting annual salary range is $64,000 to $75,000.
Specific Accountabilities
Contracts Administration:
Supports the creation, renewal and management of all commercial and float home agreements across the portfolio ensuring adherence to law-established rules and guidelines.
Establishes strong relationships with customers as well as external interest holders, including municipal and provincial governments.
Maintains date tracking process for contract renewal, insurance expiration, and reconciliations.
Keeps accurate, consistent files and information for all customers.
Acts as an internal resource for contract processes and document/template development.
Creates and maintains a workplan to manage the expiry/renewal of all contracts, insurance certificates, marine surveys, business licenses, and other relevant documents.
Tracks all legal documents executed by GVHA (e.g. statutory right of way, letters of intent, non-disclosure agreements, etc.), legal opinions, market rate appraisals and vendor contracts.
Maintains positive customer communications and customer relations through email correspondence, phone and in-person interactions.
Coordinates customer requests with other internal departments, such as construction works, communication messaging, billing and utility inquiries etc.
Assists with negotiating terms for lease/license agreements for GVHA portfolio.
Assists with maintaining key performance indicators (KPIs) to promote quality management and continuous improvement in contracts administration.
Assists with establishing systems and templates to streamline contracts administration and maintain quality assurance.
Simple conveyancing around float home sales and receipt of disposition fees.
Assists with the management of various projects, RFPs, RFEOIs and facility planning.
May act as a point of contact for third party service providers to ensure KPIs set out in contracts are being met.
Financial Administration:
Provides new and updated customer information to be recorded in accounting and property management software.
Prepares monthly rent roll for review.
Answers inquiries related to commercial licenses, leases and contracts.
Assists with fiscal year-end procedures, at the direction of the Finance team.
Prepares and tracks annual percentage rent reconciliation.
Assists with annual rent increases and other financial matters related to commercial, service and float home contracts.
Prepares the annual commercial, non-cruise business development budget.
Assists with monthly financial statement commercial performance.
Assists with accurate commercial forecasting, reports, and contributes to planning initiatives.
Working Conditions
Office environment - open concept office plan.
Regular, full-time. Monday to Friday, 37.5 hours per week.
After 90 days, eligible to work from home up to 2 days a week.
Occasional field visits and meetings with existing and potential customers.
Potential for challenging customer situations.
Experience and Education
A certificate or diploma in business administration or related field is preferred.
Minimum 3 years’ experience supporting the management of commercial property.
Minimum 3 years’ administering commercial contracts and/or legal agreements or working within a property management administration setting.
Experience drafting commercial leasing or real estate agreements and amendments.
Proficient in all Microsoft products, including Word, Excel, Outlook, OneNote, MS Teams, SharePoint.
Experience with Microsoft Great Plains and/or Property Site Manager software is an asset.
Experience with Rent Manager or Yardi Breeze is an asset.
Experience with Asana or other task management software is an asset.
Knowledge, Skills, and Abilities
Working knowledge of property management/facility operations.
Familiarity with negotiations involving contracts/agreements.
Excellent interest holder and customer relation skills.
Excellent attention to detail and critical thinking ability.
Strong verbal and written communication skills.
Strong property finance skills.
Demonstrated team player.
Ability to be customer oriented and to exchange information, and deliver innovative solutions to customers in a timely, professional manner.
Ability to anticipate customer needs and commit to respond in agreed time frames.
Ability to develop and maintain honest and respectful relationships that help fulfill the expectations and needs of interest holders and colleagues.
Ability to communicate effectively and participate in conversations involving constructive feedback.
Ability to develop and maintain effective working relationships with groups and individuals with diverse or competing interests or perspectives.
Ability to exercise tact, good judgment, discretion, confidentiality and flexibility in project delivery.
Ability to manage and organize workload and concurrent projects while taking into consideration changing priorities and deadlines, emerging issues, impact of decisions, and competing and conflicting demands.
Ability to provide concise and accurate information verbally and in writing, including reports, presentations and correspondence in a language suitable to the audience.
Ability to adapt to changes in work environment, work assignments, and/or changes in organizational priorities.
💡 Quick Summary
Seeking a career-building opportunity? The Contracts Administrator position is now open for candidates interested in the Legal Jobs sector. This role in Victoria offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Legal Jobs is a plus.
