Leasing Administrative Assistant (Retail)

Cadillac Fairview•Toronto, ON

8d•Onsite

About The Position

To support the Leasing Executives and Leasing Directors in preparing offers to lease, work schedule process, preparing correspondence, preparing tenant packages, and communicating with company personnel, tenants and potential clients.

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 demeanour
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
Grade 12 or equivalent
Minimum 5 years working in an administrative role with prior experience supporting more than one manager
Sound knowledge of lease agreement documentation
Computer literacy with knowledge of Word, Excel, PowerPoint

Nice To Haves

Certificate/diploma in Office Administration an asset
Real Estate/Property Management and/or Paralegal experience an asset

Responsibilities

Prepare, collect and organize supporting documentation for new leases and lease renewals: offer letters, schedule C-1'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 presentation
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 database 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