Job Description

Requisition Title
Real Estate Coordinator

Close Date
17 November 2023

Contract Type
Temporary - Full Time

Location
Midhurst, ON L9X 1N6 CA (Primary)

POSITION SUMMARY

The Real Estate Coordinator will assist the Real Estate Manager (REM) as directed, to provide client departments with services including the selection, negotiation, appraisal, acquisition, management and disposal of real property and property rights including: negotiate leases, license, easements and other limited interest agreements on behalf of the County of Simcoe. Anticipated duration of contract: until December 2024.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. As required, create or facilitate the creation/renewal of commercial/ residential leases for all client departments including negotiation of rates in line with market. 2. Implement and maintain real property database, commercial lease database including life leases, assisted living and affordable housing and utilize reporting software. 3. Assist with real property related processes, procedures and policies; providing input on improvements and implementing changes under the direction of the REM. 4. Assist with the disposal of surplus property, in accordance with applicable legislation and by laws as directed; draft reports to Committee and Council for approval of the REM. 5. Collect data from Registry Office records, conduct title searches using Teraview software/ GIS software and MPAC, for issuance to consultants, stakeholders as required. 6. As directed, work closely with municipal staff, solicitors, consultants and real estate brokers to coordinate and facilitate the completion of encroachment agreements, permissions to enter, offers of sale & purchase and construction easements. 7. Reconcile monthly rental payment and receivables for commercial leases, provide summary of financial status to REM for approval enabling payment. 8. Liaising with County staff and real estate agents, administer, support and coordinate the life lease and assisted living program for seniors including document care and control, deposit handling, closing procedures, act as a key contact for tenants as required. 9. Provide administrative support for internal clients related to strategic land searches and acquisition. 10. Arrange property appraisals, land surveys, land owner meetings with internal and external clients, consultants and vendors, and landlord tenant meetings. 11. Handle requests from tenants and landlords forwarding to the appropriate department or arrangement of vendor services as required. 12. Assist with the interpretation of Acts, Regulations and Legislation, as required. 13. Under the direction of the REM act as a liaison between the Corporation and various building managers, tenants, customers, suppliers, and landlords. 14. Assist with the preparation of written and verbal reports to Management, Council and its sub-committees, as well as external agencies as required. 15. All related administrative activities including opening and closing files, filing, saving, printing, managing appointments and personal calendars, reminders in calendars, etc. 16. Assist with legal issues as directed. 17. Assist with creating RFQs, RFTs and RFPs as required. 18. Provide relief or vacation coverage within the department as required. 19. Attend meetings, prepare and distribute minutes after meetings. 20. Performing other duties and responsibilities as required. 21. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures. 22. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies:

• Acts with the Customer in Mind
• Ensures Accountability
• Continuously Seeks to Improve Work Processes
• Collaborates
• Communicates with Impact
• Is Resilient

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Completion of Grade 12, plus a two year community college diploma in Real Estate/Law Clerk or related field, or equivalent municipal real estate experience.

• Thorough knowledge of real estate principles including real estate and expropriation law, agreements of purchase and sale, commercial/ residential tenancies, and applicable legislation, appraisal, surveying and land use planning.

• Outstanding business communication and customer service skills.

• Excellent understanding of property leases and related landlord/tenant law, the Expropriation Act, Landlord Tenant Act and related legislation.

• Strong and proven multi-tasking skills with an ability to handle multiple projects and rapidly changing priorities.

• Strong computer systems literacy along with hands on experience in SAP, Email, Calendar Management, Word, Excel, Property related software i.e. Teraview, GIS property database systems, Geo-warehouse, working with large database programs.

• Strong interpersonal, team building and communication skills and the ability to work effectively with, and communicate to a wide range of managers, directors, consultants, lawyers and the general public.

• Ability to understand and process complex financial transactions, statements of adjustments, funds requests, review legal fees etc.

• Valid Ontario Class G Driver\xe2\x80\x99s License and access to a reliable vehicle is required.

EXPERIENCE

• A minimum three (3) years of related experience in a similar role in the public or private sector is required.

EFFORT

• Visual and mental effort required when reviewing documents for accuracy.

WORKING CONDITIONS

• Regular office environment.

• May be exposed to angry/frustrated property owners.

Salary Grade
$30.12 - $37.58

Union
CUPE 5820.01

The County of Simcoe thanks all applicants for their interest in this opportunity, but please note that only those candidates selected for an interview will be contacted. Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.