Leasing & Documentation Coordinator

2 days ago

Toronto, Canada Crown Property Management Inc. Full time

**Position Summary and Objectives**:
The Leasing & Documentation Coordinator reports to Manager, Lease Administration & Documentation and is responsible to provide reliable, timely, and efficient support to Crown’s Leasing Team.

**Responsibilities**:
**General Leasing Support**:

- Oversee production of trade records for all lease transactions as per Real Estate Council of Ontario requirement.
- Coordinate with accounting department to prepare leasing fee invoices and track/process external broker fees, space planners, legal and other leasing related invoices.
- Respond to information requests from internal and external sources and re-direct as required.
- Coordinate corporate memberships including ULI, CREW, NAIOP, REALPAC etc. ensuring they are active and renewed on time.
- Process expense reports for leasing functions and team members as required.

**Legal Documentation,**Transaction & Financial Modelling Support**:

- Input transaction information and deal updates into internal deal tracking system (VTS or other) for completed transactions.
- Prepare and send tenant correspondence including updated lease documents to reflect new suite sizes using company’s standard templates.
- Circulate finalized lease documents to tenants and internal team.
- File and organize all other lease related documents within the online shared directory and deal management software (VTS or other).
- Assist in the preparation of lease documents using company templates (i.e. Offer to Lease, Offer to Amend, waivers, ROFO/ROFR notices, commission agreements, etc.)
- Complete NER calculations using templates and support budgeting and reporting process.
- Prepare and update Crown’s library of competitive set building information on a bi-annual basis.
- Assist with completing standard reporting packages for Crown and third-party clients such as quarterly, fund and budget reports.
- Support and initiate new operational procedures to drive efficiencies, improve service and create value for our investors.

**Marketing Support**:

- Liaise with space measurement firms, marketing providers and architects to obtain certified building floor plans, relevant drawings, virtual tours, photography, and site plans; maintain updated information and files in Crown’s file directory and online on Crown’s website through VTS or other content management tools.
- Update and track MLS listing documents and ensure Crown listings are up to date on industry listing services and Crown website.
- Help coordinate and participate in Crown’s external and internal events for brokers, tenants and staff.
- Support the Leasing Team in preparation of presentations to both internal and external audiences, such as broker sales meetings and investor updates.
- Support Crown’s marketing team in all aspects of property promotion - events, online and social media campaigns, direct marketing, tenant engagement, etc.

**Perform other related responsibilities as requested from time to time**

**Qualifications**:
**Education**:

- College or University Degree in related field, preferred

**Professional Experience**:

- Minimum of 2-years administrative experience in commercial real estate
- Highly proficient in Microsoft Word, Excel, PowerPoint and Outlook
- Knowledge of the Toronto Real Estate Board MLS system and other platforms such as Loopnet is an asset

**Personal Competencies**:

- Supports teamwork environment with positive and professional attitude
- Open to learning, developing new skills/knowledge
- Focuses on results - anticipates problems, identifies solutions, takes action
- Understands all aspects of job - impact on business goals
- Proactively assesses, responds to workflow deficiency, adheres to CPMI policy
- Goes the "extra mile" to understand and respond to tenant/customer needs
- Flexibility to changing work conditions including interruptions and multi-tasking ability
- Behaves and makes decisions that support Crown’s goals/objectives
- Conducts business consistent with sustainability Highly organized and efficient
- Strong written and verbal communication skills
- Understand basic financial management; specifically, procedures for expenses/revenues
- Ability to work independently and under pressure, deal with deadlines
- Demonstrates integrity in decision making, listening, treatment of others
- Mentors and develops others - self-confidence

CPMI is committed to accommodating employees with disabilities throughout their employment with Crown in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know.

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