Leasing Administrative Assistant II

6 days ago

Toronto, Ontario, Canada Cadillac Fairview Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Leasing Assistant to support our Leasing Executives and Directors in preparing offers to lease, working schedules, preparing correspondence, preparing tenant packages, and communicating with company personnel, tenants, and potential clients.

Key Responsibilities
  • Prepare, collect, and organize supporting documentation for new leases and lease renewals, including offer letters, schedule C-'s, annotated lease plans, unit fact sheets, space drawings, with mentorship from the Leasing Executive/Director and/or Legal Department.
  • Perform administrative duties, including correspondence, reports, statements, and agreements, photocopying, faxing, taking meeting minutes, coordinating travel arrangements, organizing and maintaining files, and answering phones.
  • Coordinate all meetings, booking meeting rooms, preparing all meeting materials, and arranging for audio-visual equipment, flip charts, etc.
  • Assist with the preparation of the department budget and reconciliation process, as required.
  • Process for payment all department invoices and expense reports for the Leasing Executive/Director.
  • Design and prepare leasing packages for potential clients, including PowerPoint presentations.
  • Prepare monthly lease and sales reporting, space reconfigurations, track all deals, and follow up as required.
  • Maintain tenant files, obtain credit information, track written notice timelines, and follow up on counter-signed letters and deposits. Keep appropriate tracking spreadsheets and databases regularly updated.
  • Coordinate all aspects of ICSC events, including preparing the CF booth, providing information where required, and redirecting retailers to appropriate Leasing Executive/Director.
  • Receive all incoming calls from prospective clients and provide general information to clients; act as a department liaison with internal and external clients.
  • Respond to requests for information and redirecting inquiries beyond own scope of expertise to maintain high levels of customer service.
  • Using CF online databases, look up lease clauses, compare and contrast language, and summarize lease details as requested for Leasing Executives and Directors.
  • Perform other duties as assigned, some of which may involve working with other cross-functional Leasing Groups and Teams at Cadillac Fairview.
Requirements
  • Ability to analyze, interpret, and understand the significance of commercial lease concepts.
  • Excellent communication skills, written and verbal.
  • Strong organizational and administrative skills.
  • Great teammate with a positive demeanor.
  • Able to work under pressure and handle stress.
  • Comfortable interacting at all organizational levels.
  • Able to work with minimum supervision.
  • Attention to detail.
  • Strong time management skills.
  • Sensitivity to confidentiality.
What We Offer

At Cadillac Fairview, we offer a competitive rewards package that includes best-in-class benefits and pension. We reward values-based behavior and superior results. Imagine a place where you can make a difference.

We are committed to creating a diverse and inclusive environment. We are an equal opportunity employer.

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