Leasing Administrative Assistant

Position Summary

Provide efficient and effective administration support to the Leasing team while ensuring accuracy. Responsibilities and duties include, but are not limited to preparation and organization of tenant files, assisting in project-based tasks, calendar management and event coordination.

• Distribute incoming mail, coordinate meetings, conferences and video calls, file documents (creating files and labels, adding files to the network drive, maintaining, organizing and archiving filing systems), prepare courier packages, cover letters, memos, meeting agendas, expense reports and manage the calendar.
• Accurately process and coordinate the execution of lease documentation, including new transactions, legal notices, project deal summaries, renewals, and amending agreements in a timely manner.
• Prepare and coordinate leasing and marketing information packages, including leasing proposals, schedules/exhibits, and materials for distribution to brokers, prospective tenants, and investors.
• Maintain lease tracking reports; track lease critical dates, conditions, tenant/landlord conditions.
• Process various invoices (legal, vendors, broker commissions); act as liaison between tenants and accounting for payment status.
• Prepare and distribute month‑end executed documents report to accounting and executive team.
• Assist in marketing initiatives by updating the property portfolio, ensuring accurate and up‑to‑date information on the commercial website and supporting Linked In efforts.
• Prepare tenant location analysis as required.
• Maintain Deal Manager powered by Yardi by assisting Leasing Coordinator & Administrator with entering deals and downloading reports on an ad‑hoc basis.
• Prepare and distribute bi‑weekly leasing summaries for external teams.
• Prepare and update commercial project and leasing team meeting minutes; circulate minutes to internal departments.
• Liaise with accounting to obtain tenant schedules, rent roll, statement of accounts, annual TMI estimates and coordinate delivery of tenant checks.
• Assist in the preparation of annual events:
  International Council of Shopping Centre (ICSC) conferences (Toronto & Whistler), golf tournament, and all event‑related responsibilities such as travel arrangements, hotel and restaurant reservations.
• Other tasks and special projects as required.

• Minimum 1-2 years’ experience as an administrative or leasing assistant, preferably in a retail commercial real estate (Leasing) setting.
• Strong people skills, a team player with proven ability to build relationships at all levels of an organization.
• A quick‑learner with extreme attention to detail.
• Effective organizational, coordination and administrative skills.
• Ability to multi‑task, self‑manage and highly motivated with ability to prioritize various tasks.
• Proven ability to balance competing priorities, meet tight deadlines and work well under pressure.
• Adaptable to change and versatile to accommodate various ad‑hoc requests.
• Highly proficient in MS Office (Outlook, Word and Excel) and Bluebeam.
• Excellent oral and written communication skills, possessing the ability to effectively communicate across all levels in the organization as well as outside the organization.