Leasing Administrative Assistant

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
• nt Accurately 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
• er Prepare and coordinate leasing and marketing information packages, including leasing proposals, schedules/exhibits, and materials for distribution to brokers, prospective tenants, and investo
• rs Maintain lease tracking reports; lease critical dates, lease conditions, tenant/landlord conditio
• ns Process various invoices; legal, vendors, broker commissions; act as a liaison between tenants and accounting for payment stat
• us Prepare and distribute at month-end executed documents report to accounting and executive te
• am Assist in marketing initiatives by updating the property portfolio, ensuring accurate and up-to-date information on the commercial website and supporting Linked In effor
• ts Prepare tenant location analysis, as requir
• ed Maintain Deal Manager powered by Yardi by assisting Leasing Coordinator & Administrator with entering deals and downloading reports on an ad hoc bas
• is Prepare and distribute bi-weekly leasing summaries for external tea
• ms Prepare and update commercial project and leasing team meeting minutes; circulate minutes to internal departmen
• ts Liaise with accounting to obtain various tenant schedules, rent roll, statement of accounts, annual TMI estimates and coordinate the delivery of tenant chequ
• es Assist 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
• ns Other tasks and special projects as requir

ed
Qualification and Required Skills / Experien

• ce:
  Minimum 1-2 years’ experience as an administrative or leasing assistant, preferably in a retail commercial real estate (Leasing) set
• ting Strong 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
• tail Effective organizational, coordination and administrative sk
• ills Ability to multi-task, self-manage and highly motivated with ability to prioritize various t
• asks Proven ability to balance competing priorities, meet tight deadlines and work well under pres
• sure
  
  Able to adapt to change and is flexible to accommodate various ad hoc requ
• ests Highly proficient in MS Office (Outlook, Word and Excel) and Blue
• beam Excellent oral and written communication skills, possesses the ability to effectively communicate across all levels in the organization as well as outside the organiza