Leasing Assistant

2 weeks ago

Vaughan, Canada SmartCentres Full time

**Job Title**: Leasing Assistant

**Reports To**: Vice President, Leasing

**Department**: Leasing

Position Summary

Provide coordination and administrative support to Ontario Leasing Team lead by a Leasing VP. Duties include preparation of Tenant files and correspondence, updating of databases, interaction with tenants and legal department, and various project-based work.

**Responsibilities**:

- Process the execution of new leases, renewals and other related lease documents in a timely manner;
- Review, track and summarize new Leases and renewals by paying close attention to detail;
- Gather required supporting documentation/reports to ensure proper approval is received;
- Ensure receipt of tenant deposits to accompany deal approval;
- Ensure that lease renewal information is correct to ensure accurate reporting;
- Field leasing enquiries;
- Manage the scanning and posting of lease related documentation to the network drive;
- Assist with site information gathering and drafting documentation and correspondence to be sent to prospective and existing tenants;
- Prepare Deal Summary Sheets and all requisite backup for deal approval;
- Review and revise commission agreements, process broker commission invoices. Submit tenant allowance payment requests as needed to appropriate parties for approval. Act as liaison between tenants and accounting;
- Prepare requests forms for amending agreements, extension agreements, as well as Leases for new tenants;
- Gather and analyze information in order to prepare proposals (such as, budgets and site plans);
- Assist in the maintenance of the leasing database, tracking schedules and various leasing reports;
- Ability to review existing tenant leases and gain a full understanding of the Tenant’s history;
- Send waiver letter and copy of lease to tenants once a binding agreement is in place;
- Attend functions on behalf of the department as and when required;
- Liaise with planning, construction, finance, legal and accounting departments as required;
- Coordinate with VP on leasing team meetings; presenting reports and schedules for review and updating as necessary;
- Coordinate Regional Leasing Team meetings; update site plans; take minutes of meeting and circulate to team
- Prepare budget memo requests for new and existing units for construction to price out landlord’s work on new deals;
- Provide back up for executive assistant to Chairman as needed;
- Assist in preparation of lease request forms;
- Set-up and assist in preparation of external and internal meetings;
- Coordinate travel arrangements;
- Work on other projects as assigned;
- Supporting Leasing VP and direct reports.

**Academic/Professional Requirements**:

- College diploma in Business Administration or a related field would be an asset.

**Required Skills/Experience**:

- 3+ years office/clerical experience or equivalent;
- 1-2 years practical experience in commercial real estate would be an asset;
- Must excel in ability to prioritize and multitask workload;
- Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization;
- Proficient in MS Word, PowerPoint, Outlook and Excel;
- Capabilities with PDF Exchange Viewer, CAD, Kofax (Merging)/Nuance and DocuSign would be an asset;
- Understanding of lease terminology;
- Strong analytical and attention to detail skills.

Values

The Leasing Assistant must be client focused, advocate and communicate a positive image of the company, both internally and externally. The Leasing Assistant shall conduct him/herself in a respectful and ethical manner in representing the Trust’s interests. The Leasing Assistant shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. The Leasing Assistant must take accountability for decisions made and the Leasing Assistant is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve a common goal.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.

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