Position Summary
Provide efficient and effective administration support to the Leasing team while ensuring accuracy. Responsibilities and duties include, but not limited to preparation and organization of tenant files, assisting in project-based tasks, calendar management and event coordination.
Key Responsibilities
Distribute incoming mail, coordination of meetings, conference and video calls, filing (creating files and labels, adding files to the network drive, maintaining, organizing and archiving filing systems), preparation of courier packages, cover letters, memos, meeting agendas, expense reports and calendar manageme
- ntAccurately process and coordinate the execution of lease documentation, including but not limited to new transactions, legal notices, project deal summaries, renewals, amending agreements, etc. in a timely mann
- erPrepare and coordinate leasing and marketing information packages, including leasing proposals, schedules/exhibits, and materials for distribution to brokers, prospective tenants, and investo
- rsMaintain lease tracking reports; lease critical dates, lease conditions, tenant/landlord conditio
- nsProcess various invoices; legal, vendors, broker commissions; act as a liaison between tenants and accounting for payment stat
- usPrepare and distribute at month-end executed documents report to accounting and executive te
- amAssist in marketing initiatives by updating the property portfolio, ensuring accurate and up-to-date information on the commercial website and supporting LinkedIn effor
- tsPrepare tenant location analysis, as requir
- edMaintain Deal Manager powered by Yardi by assisting Leasing Coordinator & Administrator with entering deals and downloading reports on an ad hoc bas
- isPrepare and distribute bi-weekly leasing summaries for external tea
- msPrepare and update commercial project and leasing team meeting minutes; circulate minutes to internal departmen
- tsLiaise with accounting to obtain various tenant schedules, rent roll, statement of accounts, annual TMI estimates and coordinate the delivery of tenant chequ
- esAssist in the preparation of annual events: International Council of Shopping Centre (ICSC) conferences (Toronto & Whistler), golf tournament and all event related responsibilities eg, travel arrangements, hotel and restaurant reservatio
- nsOther tasks and special projects as requir
ed
Qualification and Required Skills / Experien
Minimum 1-2 years’ experience as an administrative or leasing assistant, preferably in a retail commercial real estate (Leasing) set
- tingStrong people skills, a team player with proven ability to build relationships at all levels of an organiza
- tionA quick-learner with extreme attention to de
- tailEffective organizational, coordination and administrative sk
- illsAbility to multi-task, self-manage and highly motivated with ability to prioritize various t
- asksProven ability to balance competing priorities, meet tight deadlines and work well under pres
- sureAble to adapt to change and is flexible to accommodate various ad hoc requ
- estsHighly proficient in MS Office (Outlook, Word and Excel) and Blue
- beamExcellent oral and written communication skills, possesses the ability to effectively communicate across all levels in the organization as well as outside the organiza
tion
