Job Description

We are seeking a highly organized and detail-oriented Contracts & Administrative Coordinator to support our commercial real estate team by managing contract documentation, regulatory requirements, administrative procedures, and marketing administration.

Key Responsibilities:

Contracts Management

? Prepare, review, and process a variety of sales, leasing, and listing contracts, ensuring all documentation is accurate and complete prior to submission.

? Track contract lifecycles, including key dates, renewals, conditions, and expiries; ensure agents are informed of outstanding or missing paperwork.

? Communicate proactively with agents regarding errors or required documentation to ensure files remain compliant.

? Prepare and deliver required sale documentation to lawyers, clients, and trust accounts, ensuring timely processing and proper record-keeping.

? Register and renew agents with SREC, prepare IC Contracts for new agents, and maintain all licensing documentation.

? Maintain organized filing systems (digital and physical), ensuring that all agreements, forms, and correspondence are stored correctly and easily retrievable.

Administrative Support

? Produce standardized sales and leasing marketing packages by assembling documentation, property details, templates, maps, site plans, and floor plans.

? Update or edit property photos, signage, and marketing files using approved templates and design tools.

? Prepare property signage, banners, and posters by coordinating vendor quotes, printing, production timelines, and installation scheduling.

? Compile and format listing proposals, leasing presentations, and sales packages, including printing, binding, and preparing digital files.

? Support listing communication by preparing and sending pre-formatted email announcements, open house notices, and updates based on agent-provided content.

? Prepare and maintain property management documents, including profiles, proposals, fire plans, lobby directory updates, and other building documentation.

? Maintain digital asset libraries, file naming conventions, and version control to support accurate and consistent branding.

Key Competencies:

? Exceptional written and verbal communication.

? Strong organizational and administrative skills with high attention to detail.

? Ability to manage multiple deadlines and prioritize workflow with minimal supervision.

? A basic understanding of commercial real estate transactions and documentation (leasing, sales, finance, legal, property operations).

? Proficiency with MS Office and comfort working with digital tools such as InDesign.

? Strong sense of ownership and accountability in managing paperwork, compliance, and administrative processes.

Job Types: Full-time, Permanent

Benefits:

Company events Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off RRSP match Vision care
Work Location: In person