Administrative Coordinator, Legal Services

2 months ago

Calgary, Alberta, Canada Brookfield Properties Full time

About the Role

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our Legal Department at Brookfield Properties. As a key member of our team, you will provide administrative support to our Legal Department, ensuring the smooth operation of our day-to-day activities.

Key Responsibilities

  • Prepare initial drafts of retail and office leases, lease amending agreements, and ancillary documents, as well as routine correspondence.
  • Assist the Legal Department with the organization and implementation of special projects, such as setting up the framework for preparation of estoppel certificates and lease-related due diligence projects.
  • Provide support to the Legal Department, including distributing leases and other legal documents for execution, preparing and distributing lease summaries, and maintaining a tickler calendar for critical dates.
  • Coordinate with CAD Canada for floor plans, measurements, and unit setups, track area certificates, and assist in annual area reconciliation.
  • Register and track personal property security registrations, conduct land title searches, and process land title invoices.
  • Administer the Legal Tracker system, handle calls and queries from outside law firms, and investigate outstanding invoices.
  • Perform miscellaneous functions, including opening and closing files, providing reception lunch coverage, and assisting with additional projects for the Legal and Leasing Departments.

Requirements

  • Strong working knowledge of Microsoft Office, specifically Word and Outlook.
  • Experience with Tabquik, iManage, Windows, and Adobe Acrobat Pro.
  • Experience with or willingness to learn applicable aspects of VTS, Legal Tracker, Yardi, and Propidex.
  • Minimum 5 years in a legal administrative capacity with experience in generating lease documentation.
  • Ability to read, confirm, and understand lease terms and clauses.
  • Exposure to acquisition and disposition transactions is an asset.
  • Previous real estate experience is an asset.

Education and Designations

  • High school diploma.
  • University undergraduate degree and/or formal post-secondary education in a related field is an asset.

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