Leasing/legal Assistant

5 months ago


Ottawa, Canada The Properties Group Full time

The Leasing and Legal Assistant works within the Leasing team, which is responsible for leasing the commercial properties managed by the company. This role is an administrative role and suitable for someone with strong organization and administrative skills, and who will follow up on matters without prompting. The Leasing and Legal Assistant will report directly to management.

The main tasks of the role are as follows:

- Collect and record tenants’ insurance policies and ensuring the insurance certificates are submitted in time.
- Coordinate weekly Leasing meetings as well as other Leasing and Legal related meetings.
- Preparing and distributing Leasing meeting minutes.
- Collect and record all documents required under leases, such as PPSA registrations, recording any special clauses agreed in leases.
- Track important dates relating to tenants’ leases.
- Review existing tenant leases and understand a tenant’s history fully.
- Occasionally correspond directly with existing and prospective tenants, brokers, and other parties as needed.
- Perform periodic lease inventories and review of Vacancy and Expiry Lists.
- Identify and contact tenants with upcoming lease term expirations and coordinate with the Leasing Team to negotiate and finalize extensions of lease agreements.
- Assist with copy editing for availability reports and marketing materials.
- Administrative duties as required.
- Other duties as assigned by management.

**Legal Assistant**
- Attending court to speak with the Court Registrar and submit court filings.
- With the assistance of a lawyer, preparing statements of claim to initiate legal proceedings against tenants that owe rent, and filing the statement of claim with the court.
- Assisting with minute books and corporate filings.
- Assisting with drafting leases, lease extension/amendment agreements, general leasing agreements.
- Reviewing agreements and providing summary/interpretation of specific clauses.
- Corresponding with other departments within the company.
- While having prior experience as a law clerk is an asset, it is not a requirement.

Schedule:

- Monday to Friday

**Experience**:

- Customer service: 1 year (preferred)

License/Certification:

- Driver's License (preferred)

Ability to Commute:

- Ottawa, ON (preferred)

Ability to Relocate:

- Ottawa, ON: Relocate before starting work (preferred)

Work Location: In person



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