Commercial Coordinator

Embedded within the Commercial Development team, the Commercial Coordinator will serve as a strategic support to the team while also providing administrative support services to the broader Income Producing Properties division.

Administrative and Filing Support

• Receive and track emails ensuring responses on a daily basis and file accordingly.
• Receive leases and create Internal Approval Forms
• Circulate leases for approvals and then file accordingly.
• Keep filing system in order.
• Provide Leases to business partners.
• Collect and file reports on Leasing and Construction
• Tracking of FAC & CCC certificates and where our construction group and contractors are with these items.

Contractor and Vendor Management

• On an annual basis, follow up with all our vendors and collect updated WCB and insurance documents.
• Fill out new Contractor / Consultant forms and obtain and follow up on appropriate approvals.

Credit Checks and Lease Conditions

• Complete credit checks on Yardi system for personnel and file accordingly.
• Send credit check information to Business partner and follow up with them until the documents and recommendations are received.
• Track all conditions on Leases.

Scheduling and Event Coordination

• Set up appointments (bookings with consultants, meetings with the City, Meetings with NAIOP, Meetings with Bild, Meetings with Tenants, Meetings with Tenants).
• Booking events and luncheons with industry associations.
• Booking flights and hotels for necessary personnel.
• Booking meetings with Tenants and brokers.

Reporting and Visual Tools

• Create monthly updated visual leasing - completed/Conditional/Etc.
• Gather information from team members for monthly and quarterly reports.
• Support supervisors with ad hoc reporting requests and insight-driven summaries to support planning and execution.
• Follow up with other team members and provide reporting to Supervisors.

Commercial Data Analysis & Market Insights

• Review, organize, and analyze commercial leasing, tenant, construction, and income-producing property data to identify trends, risks, and opportunities.
• Prepare clear, usable reports and summaries that support decision-making for the Commercial Development team.
• Assist in tracking market activity, leasing velocity, deal status, and pipeline health to help the team understand performance against targets.
• Identify gaps, inconsistencies, or improvement opportunities in commercial data and reporting processes.
• Translate raw data into simple visuals, dashboards, and summaries that enable leaders to quickly draw market insights and spot trends.

Technology, AI & Process Improvement

• Demonstrate curiosity and interest in exploring AI tools, automation, and emerging technologies to streamline administrative, reporting, and data-related processes.
• Identify opportunities where technology can improve data accuracy, efficiency, and accessibility.
• Support the adoption of new tools, systems, or workflows that make commercial data more powerful, actionable, and user-friendly.
• Continuously look for ways to reduce manual work through smarter processes, templates, and tools.

Transition and Handover

• Own the complete handover including documents from Development to Property Management.

Marketing and Communication Support

• Follow up on and track opening dates - ensuring that Marketing has Linkedin Posts ready for distribution.
• Updating digital pylon sign during construction and coordinating with PM once, they are in control of it to have "NOW OPENING" or "COMING SOON" signage on it.
• Provide property management with digital pylon expiry dates.

Expense Management

• Complete all Concur expense management and send for the appropriate approvals

Required

• Must have a valid class 5 drivers licence.
• Attention to detail with administrative tasks.
• Be proficient in Microsoft Word and able to use excel & powerpoint.
• Strong willingness and aptitude to learn new tasks and responsibilities.
• Experience preparing lease documents would be an asset.

Required

• Bachelor's degree or better in Business Administration