Leasing Assistant

Job Title: Leasing Assistant

Reports To: Vice President, Leasing

Department: Leasing

Position Summary

Provide coordination and administrative support to Ontario Leasing Team lead by a Leasing VP. Duties include preparation of Tenant files and correspondence, updating of databases, interaction with tenants and legal department, and various project-based work.

Responsibilities

• Process the execution of new leases, renewals and other related lease documents in a timely manner;
• Review, track and summarize new Leases and renewals by paying close attention to expirations and key dates;
• Gather required supporting documentation/reports to ensure proper approval is received;
• Coordinate receipt of financial background, credit applications and process credit check applications from prospective tenants as may be required;
• The ability to navigate the Yardi database, pulling reports as required and handle data entry;
• Ensure that lease renewal information is correct to ensure accurate reporting;
• Field leasing enquiries;
• Manage the scanning and posting of lease related documentation to the network drive;
• Assist with site information gathering and drafting documentation and correspondence to be sent to prospective and existing tenants;
• Prepare Deal Summary Sheets and all requisite backup for deal approval;
• Follow up with legal department on outstanding documents requested as required Draft, review and revise commission agreements, process broker commission invoices. Submit tenant allowance payment requests as needed to appropriate parties for approval;
• Prepare requests forms for amending agreements, extension agreements, as well as Leases for new tenants;
• Gather and analyze information in order to prepare proposals (such as, budgets and site plans);
• Assist in the maintenance of the leasing database, tracking schedules and various leasing reports;
• Ability to review existing tenant leases and gain a full understanding of the Tenant’s history;
• Draft letters, emails, and expense reports;
• Send waiver letter and copy of lease to tenants once a binding agreement is in place;
• Track Lease deal condition timelines to ensure waiver are delivered within the agreed time period as required;
• Attend functions on behalf of the department as and when required;
• Liaise with planning, construction, finance, legal and accounting departments as required;
• Coordinate with VP on leasing team meetings; presenting reports, site visits and schedules for review and updating as necessary;
• Coordinate Regional Leasing Team meetings; update site plans; take minutes of meeting and circulate to team;
• Prepare budget memo requests for new and existing units for construction to price out landlord’s work on new deals;
• Provide back up for executive assistant to Chairman as needed;
• Assist in preparation of lease request forms;
• Set-up and assist in preparation of external and internal meetings;
• Coordinate travel arrangements;
• Work on other projects as assigned;
• Supporting Leasing VP and direct reports.
• Prepared to work in the Office five days a week

Academic/Professional Requirements

• College diploma in Business Administration or a related field would be an asset.

Required Skills/Experience

• 3+ years office/clerical experience or equivalent;
• 1-2 years practical experience in commercial real estate would be an asset;
• Must excel in ability to prioritize and multitask workload;
• Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization;
• Proficient in MS Word, PowerPoint, Outlook and Excel;
• Capabilities with PDF Exchange Viewer, CAD, Kofax (Merging)/Nuance and DocuSign would be an asset;
• Understanding of lease terminology;
• Strong analytical and attention to detail skills.

Values

The Leasing Assistant must be client focused , advocate and communicate a positive image of the company, both internally and externally. The Leasing Assistant shall conduct him/herself in a respectful and ethical manner in representing the Trust’s interests. The Leasing Assistant shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. The Leasing Assistant must take accountability for decisions made and the Leasing Assistant is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve a common goal.

The expected base pay range is: $60,000-$75,000. The base pay range is for the primary location for which the job is posted. SmartCentres values the contribution of our Associates, and our individual salaries may vary based on the geographical location of successful candidates, as well as their experience, qualifications or skills.

Smartcentres does not use artificial intelligence (AI) tools in its own applicant tracking system, and all hiring decisions are made by our recruitment / hiring team. AI may be used by external platforms or third-party agencies during the application process. Applicants should be aware that such external platforms operate independently of the employer.

The role posted is for an existing, active vacancy.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.