Title : Administrative Assistant / Leasing Coordinator
Reports to : VP, Portfolio Management, GTA Legacy / Graduate
Department : Graduate Legacy
College or High School Diploma in a business or secretarial / administration course;
1-3 years office / clerical experience or equivalent;
Must excel in ability to prioritize workload;
Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization;
Proficient in MS Word, Power Point and Excel.
General Job Duties :
Provide administrative support to one or more people for Leasing in the Business Unit. Duties include general clerical and project-
based work. The duties and responsibilities for this area include but are not limited to the following :
Review and respond to all prospect and tenant phone calls and emails for leasing and property management related matters for the Business Unit
Prepare all lease related documentation, cover letters and associated correspondence.
Prepare and assist in the preparation and coordination of all leasing related reporting required by the Business Unit.
Establish, maintain and monitor appropriate tracking for leasing undertaken in the business unit.
Coordinate the appropriate flow of information within the business unit and with other shared services.
General clerical duties including photocopying, faxing, mailing, filing, couriers;
Coordinate external printing of drawings and documents;
Schedule and coordinate meetings;
Track attendance and vacation of staff and provide HR with monthly updates;
Update applicable documentation relating to the Business Unit;
Update information on applicable databases relating to the Business Unit;
Update vacancy reports and leasing activity reports and marketing packages monthly.
Conduct general research, as required;
Internal circulation of documents, as required by the Business Unit;
Archive files and maintain a current list of archived files;
Renew and apply for memberships for unit members, as required;
Liaise with all members of the Business Unit;
Provide administrative support to leasing for the Business unit;
Establish maintain and manage the appropriate file systems for the Business Unit
Take minutes for meetings when necessary
Other Duties and Responsibilities :
Provide clerical support when workload requires;
Assist in company functions as required;
Perform backup main reception when necessary;
Perform additional assignments per supervisor’s direction.
The Office Administrator must be client focused, advocate and communicate a positive image of the company, both internally and externally.
The Office Administrator shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the company’s interests.
The Office Administrator shall demonstrate entrepreneurialism and behave like an owner in carrying out daily tasks and responsibilities;
demonstrating creativity and resourcefulness in achieving desired results. The Office Administrator is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goal.
We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.