Job Description

Leasing & Administrative Coordinator (Yonge & Sheppard)
Job Order ID: 8340
Employment Type: Yearly Salary
Web Publication Date: 6/3/2025
Number of Positions: 1
Job Location: Toronto
Brief Description:
Our employer is a real-estate leasing service. They are seeking a detail-oriented and organized individual to join their team on a one-year maternity leave contract, starting in July 2025. This role offers a great opportunity to gain valuable experience in a dynamic real estate environment while supporting their leasing and administrative operations.
Job Function:
The Leasing and Administrative Coordinator is responsible for managing all aspects of the lease agreement process, including:

• Coordinating the creation of new lease agreements
• Reviewing and analyzing documents
• Handling lease modifications and renewals
• Preparing correspondence, and Communicating with internal personnel, tenants, lawyers, brokers, and other external stakeholders
• Additionally, this role involves day-to-day administrative tasks, maintaining internal reports, and ensuring the accuracy of leasing documentation
• The successful candidate will have an upbeat, positive, and personable attitude with a can-do mindset and a strong work ethic.
• They will possess exceptional verbal and written communication skills, confidence, and the ability to work independently with minimal supervision. Highly organized and detail-oriented, they thrive in fast-paced environments, expertly prioritizing tasks while remaining flexible, proactive, and resourceful.

Job Requirement:
This role requires superior organizational and analytical skills to review leases, correspondence, and accounts with precision. The ideal candidate will be adept at navigating spreadsheets, lease documents, reports, and files, ensuring accuracy and quality in all aspects of their work. Their expertise in commercial leasing enables them to contribute meaningfully to the larger team, recognizing that their role plays a crucial part in achieving shared goals. Responsibilities include but are not limited to:

• Prepare offers, leases, lease amending agreements, consents, and other lease-related documents.
• Draft and revise correspondence, documentation, and reports.

Maintain and update tracking for lease options, exclusives, and rights for new and existing properties. * Respond to general leasing inquiries.

• Provide reception backup for phone calls and deliveries as required.
• Handle requests for consent to sublease or assignment of lease, compiling comprehensive packages for financial approval.
• Prepare tenant renewal documentation, ensuring execution and distribution to tenants and accounting.
• Liaise with tenants, lawyers, brokers, and external agencies on various leasing transaction issues.
• Instruct accounting to set up tenants for completed deals.
• Track outstanding documentation on spreadsheets and internal reports.
• Attend meetings, schedule appointments, and prepare meeting minutes.
• Coordinate and attend ICSC conferences; support marketing efforts, including social media, website updates, and promotional materials.
• Track available lease spaces and ensure leasing information is updated on CoStar and other relevant platforms.
• Update and maintain corporate website content as needed, ensuring accuracy and consistency of leasing and company information.
• Co-ordination and organization of meetings and program implementation, including Terragreen initiatives.
• Perform general administrative duties including ensuring documents are signed in a timely fashion, setting up new files, preparing routine correspondence, filing of documents in Tenant lease files etc.
• Assist with special projects and other duties as assigned.

Qualifications

• 3-5 years of experience in retail and office lease administration.
• Solid understanding of commercial and retail leases, including related legislation, procedures, and terminology.
• Ability to interpret, extract, and process critical information from real estate documents.
• Proficiency and working experience.

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