Leasing Administrative Assistant II

Role impact:

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.

What you will deliver:

• 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;
• 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;
• 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.

What your strengths are:

• 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 managment skills
• Sensitivity to confidentiality

What you need to succeed:

• Grade 12 or equivalent
• Certificate/diploma in Office Administration
• Minimum 5 years working in an administrative role with prior experience supporting more than one manager
• Real Estate/Property Management and/or Paralegal experience an asset
• Sound knowledge of lease agreement documentation
• Computer literacy with knowledge of Word, Excel, PowerPoint

 Why you should join us:

At Cadillac Fairview we have been transforming communities for over 50 years.  We are so much more than our properties.  We are building leaders at all levels.  We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development.  We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.  Imagine a place where you can make a difference!

At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.

Are you someone who believes in our values?

• Aim Higher – we strive to exceed expectations
• Own Your Expertise – we empower ourselves and each other
• Collaborate Effectively – we bring the right people together to get the right results
• Engage with Empathy – we objectively consider the needs of others
• Embrace Change – we drive, learn from, and adapt to change

At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.  We’re ready to meet you there – are you?

CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.  If you need reasonable accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email cfcareers@cadillacfairview.com.