Job Description

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We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Toronto, Ontario. In this role, you will provide essential administrative support to ensure smooth daily operations. The ideal candidate will bring strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving.
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;
• 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 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 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

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 managment skills
• Sensitivity to confidentiality

Skills Required