Location: Vaughan, ON
Salary: $65,000 - $75,000
Job Type: Permanent
Position Type: Open Vacancy
Our client, a well-established and growing commercial real estate organization, is seeking a highly organized and detail-oriented Leasing Assistant to support its Ontario Leasing Team. Reporting to senior leasing leadership, this role is responsible for providing administrative, coordination, and operational support throughout the leasing process, ensuring the accurate execution and maintenance of lease documentation, reporting, and tenant records.
This position is ideal for an individual with strong administrative experience, excellent organizational skills, and an interest in commercial real estate leasing.
Key Responsibilities:
- Coordinate the preparation, execution, and processing of new leases, renewals, amendments, and other lease-related documentation.
- Track lease transactions and maintain awareness of critical dates, renewal timelines, and key milestones.
- Gather supporting documentation and reports required for internal approvals.
- Coordinate receipt of financial information, credit applications, and supporting due diligence materials from prospective tenants.
- Maintain leasing records and databases, ensuring information is accurate, current, and properly documented.
- Generate reports and perform data entry within property management and leasing systems.
- Organize, scan, and maintain electronic lease files and supporting documentation.
- Assist with the preparation of leasing packages, proposals, correspondence, presentations, and tenant communications.
- Prepare deal summaries and supporting documentation for review and approval.
- Liaise with internal stakeholders, including legal, finance, accounting, construction, planning, and property management teams, to facilitate lease transactions.
- Coordinate follow-up on outstanding lease documentation and approval requirements.
- Assist with commission agreement administration, invoice processing, and tenant incentive payment requests.
- Support the preparation of lease amendments, extensions, and related documentation.
- Gather and analyze information to support leasing proposals, site reviews, budgets, and reporting requirements.
- Maintain leasing reports, tracking schedules, and transaction status updates.
- Review lease documentation and tenant histories to support leasing activities and reporting.
- Draft correspondence, reports, meeting materials, and other administrative documents as required.
- Monitor transaction conditions and key deliverables to ensure deadlines are met.
- Coordinate internal and external meetings, prepare agendas, record meeting minutes, and distribute follow-up materials.
- Assist with travel arrangements, scheduling, and event coordination as required.
- Provide administrative support to leasing leadership and assist with special projects as assigned.
Qualifications:
- College diploma in Business Administration or a related field is considered an asset.
- Minimum 3 years of administrative, office coordination, or clerical experience.
- Previous experience supporting a commercial real estate, leasing, property management, or development team is preferred.
- Familiarity with commercial lease documentation and lease terminology is considered an asset.
- Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills with the ability to interact professionally across all levels of an organization.
- Strong attention to detail and analytical abilities.
- Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Experience with property management, document management, or workflow systems is an asset.
- Experience with electronic document platforms and digital signature software is considered an asset.
Why Apply?
This is an excellent opportunity to join a respected real estate organization and gain exposure to a broad range of leasing activities within a collaborative and professional environment. The successful candidate will play an important role in supporting leasing operations while working closely with experienced industry professionals.
To apply, please send your resume to Vanessa Tran at vanessa.tran@quantum.ca.
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