Manager, Real Estate Administration - Bilingual (English/French)

• Job Title: Manager, Real Estate Administration
• Reports To: Director, Real Estate & Facilities
• Job Type: Full-Time, Permanent
• Salary Range: From 71,415$ to 86,645$, depending on experience level.
• Working Hours: 37,5hrs from Monday to Friday, 8:30 a.m.-4:30 p.m. With flexibility for overtime as required
• Employer & Workplace Location: 2505 St Laurent Blvd, Ottawa, ON K1H 1E4, with travel to parishes and properties when needed.
• Date Posted: November 2026
• Application Deadline: Applications accepted until the position is filled
• How to Apply: Send a cover letter and resume indicating your name and the position title in the subject line of your email to [email protected] . Only shortlisted candidates will be invited for an interview.

ROLE SUMMARY

The Manager, Real Estate Administration is responsible for the administration of the Archdiocese's real estate portfolio, including leasing, property and liability insurance, parking operations, legal and title matters, and the Archdiocese's real estate databases and records. The role provides direct property management support for designated properties, supports the Real Estate Committee, the Diocesan Finance Council, and the College of Consultors, and acts as a day-to-day resource for parishes on leasing, rental income opportunities, and real estate administration. The Manager also provides administrative support to the Director and liaises regularly with the Chancery, insurers, and external legal counsel.

KEY RESPONSIBILITIES

Facility & Maintenance Management

• Manage in-house maintenance functions across the portfolio.
• Provide oversight of the Diocesan Centre facility and its operations.
• Manage maintenance and housekeeping staff at the Diocesan Centre and Archbishop's Residence, including the Facilities and Maintenance Coordinator, custodial, kitchen, and housekeeping staff.
• Manage the relationship between the Cathedral, the Residence, and the Café.
• Support the Director in managing Cornwall properties.

Insurance & Risk Management

• Manage Catholic Mutual relationship and all property and liability insurance matters.
• Complete the Catholic Mutual CUPII Exposure Checklist and manage the Fiduciary Renewal process.
• Provide general insurance assistance to parishes for parish rentals and licence agreements (e.g., Gallagher insurance).
• Coordinate and follow on Hub International annual vehicle insurance renewals for the Diocese and cemeteries; confirm fleet and drivers and add drivers as needed.

Leasing & Designated Property Management

• Review and draft leases and related agreements.
• Manage correspondence, leases, and rent increases for properties
• Draft Residential Tenancy Agreements (RTAs) for priests residing in a rectory at a parish to which they are not appointed.
• Manage property management issues and tenant communications, handle complaints and requests, prepare RTAs, and prepare annual rent increase letters.
• Archbishop's Residence Annual Rent Increases: Prepare and issue annual rent increase letters to residents.
• Support the Manager-Project & Facilities Management, in overseeing the day-to-day operations of the Archbishop’s Residence, including managing property-related matters and staff, providing oversight of catering operations, and communicating with priest-residents, visitors, and guests. Coordinate special events and respond to complaints and requests.
• Communicate with Power of Attorney (POA) representatives for priest-residents.
• Manage day-to-day parish requests related to real estate.
• Respond to property inquiries from outside communities looking to purchase or rent Archdiocesan properties.
• Assist the Director in the management of non – core properties and operations.

Parking Operations

• Manage parking, including correspondence, parking applications, and liaison with the Finance regarding PADs.
• Provide oversight of parking operations with Indigo.
• Provide oversight of Notre Dame Cathedral parking lot operations, including liaison with Impark and Cathedral staff on policies, procedures, special authorizations, and the Off-street parking system.

Real Estate Records & Databases

• Maintain the real estate database, including tracking of opportunities.
• Maintain parish surveys and related property information.
• Maintain departmental record keeping (physical and digital).
• Manage property databases and lists, including a list of properties with heritage designations.
• Maintain and update the MPAC holdings list; conduct online searches of the MPAC system for property details and add properties as needed to ensure proper record-keeping.
• Conduct title searches through Teranet/ONLAND.
• Ensure all real estate information and data is accurate, current, and properly maintained across physical and digital records.

Legal & Governance Support

• Liaise and communicate, verbally and in writing, with legal counsel on real estate legal matters, including in-depth title searches, review of legal documents, and requests for advice.
• Provide management and support to the Real Estate Committee, including preparation of minutes and resolutions.
• Support the Diocesan Finance Council with tax exemption requests.
• Support the College of Consultors: assist parishes with information and requirements for major project applications; send bi-annual Report Forms to parishes and maintain the projects list; act as liaison between parishes and the College; draft resolutions and motions for meetings; ensure applications are complete; and draft response letters, in both English and French, for signature by the Chief Administrative Officer.
• Support real estate matters for cemeteries, including legal and leasing matters.

Parish Support & Income Opportunities

• Support opportunities for parish income, including leasing, residential leasing, and parish hall rental support.
• Market the services of the Real Estate Department to parishes.
• Provide general support to parishes, including drafting messages to parishes.
• Prepare and deliver presentations to Parish Administrators and Deanery members, including calendar and content planning.

Procurement, Budgeting & Administration

• Maintain and update the Contractors' List and coordinate small-job procurement.
• Review and update the Project Guide.
• Manage purchasing of Real Estate and Facilities supplies and manage related supplier relationships.
• Prepare and manage departmental budgeting.
• Provide translation services related to real estate matters.
• Liaise with the Chancery Department on related administrative matters.
• Provide administrative support to the Director.
• Coordinate PRODON and its eventual replacement system.
• Follow up on City of Ottawa water billing issues affecting certain parishes related to municipal amalgamation.

QUALIFICATIONS & SKILLS

• Post-secondary education in real estate, business administration, paralegal studies, or a related field.
• Several years of experience in real estate administration, property management, or lease administration.
• Working knowledge of property and liability insurance, and experience liaising with insurers or brokers.
• Familiarity with title search tools (e.g., Teranet/ONLAND) and municipal property systems (e.g., MPAC).
• Experience drafting and reviewing leases, tenancy agreements, and related legal correspondence.
• Strong organizational and record-keeping skills, with experience maintaining databases and registries.
• Experience supporting committees or governance bodies, including minute-taking and resolutions.
• Bilingual (English/French) required, given the translation and correspondence components of the role.
• Strong interpersonal and communication skills, with the ability to work respectfully within a faith-based organization.
• Discretion and sound judgment in handling confidential property, financial, and personal matters.

CORE COMPETENCIES

• Attention to detail and accuracy in legal, financial, and property records.
• Relationship management with parishes, clergy, insurers, legal counsel, and municipal contacts.
• Ability to manage multiple concurrent files and competing deadlines.
• Customer-service orientation in supporting parishes and priest-residents.
• Sound judgment in escalating legal, insurance, or governance matters appropriately.