Assistant, Real Estate

ABOUT THE ROLE

The Assistant, Real Estate’s main purpose is to support the Director, Real Estate as well as the Real Estate department by providing day to day administrative support, cataloging and distributing of department information, arranging and managing calendars, researching and preparing correspondence including, letters, memos and emails and making travel arrangements, as necessary.

Duties and Responsibilities

• Communication
  • Communicate regularly with co-workers in all departments of the organization to ensure all required information necessary is available to complete the daily projects/tasks required of the position.
  • Communicate regularly with landlords, general contractors and other vendors as required.
  • Advise Director of any concerns or issues in advance of assigned deadlines.
  • Draft and send all departmental communications upon request.

• Project/Task Management
  • Organization
    • End-to-end processing of correspondence including preparation, copying, filing and distribution.
    • Copy, distribute, file and follow up on sign backs related to letters, materials and documentation.
    • Organize and expedite the flow of work and manage a bring forward system.
    • Prepare and manage checklists containing many tasks and completion of each task from execution of the legal documentation (Offer to Lease, Letter of Intent, Amending Agreements, Lease) until the store opens, including but not limited to, reviewing and understanding the legal documentation to ensure that all conditions are satisfied and all notifications from the landlord are received on time.
    • Prepare and update various logs including, current store address listing, possession/opening dates log, calendars, significant dates log, key dates log etc.
    • Track all critical project dates as well as documentation including leases, lease renewals, termination letters, expiries and possession dates.
    • Provide all necessary internal information from the legal documentation to Finance, Store Development, Legal and various other departments within the organization.
  • Lease Documentation
    • Coordinate the execution of all legal documents for both tenant and landlord in a timely manner.
    • Mange all documentation and internal systems used for new store locations, renewals and relocations.
    • Prepare amending letters and waivers and follow up until receipt of fully executed documents from the landlord.
    • Draft various correspondence (letters and emails) relating to lease negotiations and other ongoing matters.
  • Project Administration
    • Arrange and coordinate pre-possession meetings with the landlord for the general contractor.
    • Coordinate and liaise with landlords, property management and store development on any correspondence or matters relating to new store build, renovations, post store openings or deficiencies.
    • Prepare LIPSOC form detailing out all requirements under the legal documents to assist store development project manager in the preparation of their scope of work and budgets.
    • Prepare LIPSOC form to send to general contractors to ensure all Landlord Work is completed following pre-possession and review reports upon receipt.
    • Prepare notice to the landlord outlining all deficiencies and track dates for completion of all landlord work.
  • General Department Administration
    • Prepare all required documentation in advance of upcoming meetings for all attending personnel, if required.
    • Record minutes of meetings and distribute, when required.
    • Maintain and manage department attendance/vacation requests and schedules through Dayforce.
    • Prepare, log and control expense reports, as required.
  • Other
    • Prepare and submit all monthly and annual sales reports to landlords in accordance with lease requirements.
    • Initiate and complete other projects, tasks, duties and responsibilities to support Real Estate as assigned from time to time.

• Detail Orientation
  • Ensure accuracy of all correspondence, reports, logs and documents.
  • Ensure all documents and reports are audited and error free in advance of submission for review.
  • Document and bring forward any document, policy, process and/or procedure discrepancies for review.

• Quality
  • Ensure all correspondence, presentations, reports and communications are print ready and meet Company standards in advance of implementation.

• Teamwork
  • Partner with co-workers as required on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the Company.

• Promotes and works to maintain workplace wellness, health and safety, through active compliance with all workplace health and safety policies and procedures.

• Any other duties as required.

Education & Skills

• Post-secondary certificate or degree in business administration or related field
• 10 years’ experience as an Administrative Assistant or Executive Assistant for a Senior Executive
• 10 years’ experience working with excel at an intermediate or advanced level
• 5-10 years’ experience preparing executive presentations and letters
• 10 years’ experience working in a fast paced deadline and standards driven environment
• Proficient in MS Word, Excel, PowerPoint and Outlook
• High attention to detail and comfort with financial documents and information
• Pride of ownership over assigned responsibilities 
• Ability to exercise flexibility, initiative, good judgment and discretion 
• Ability to work under pressure and meet deadlines
• Solid command of the English language (written and verbal)
• Professional demeanor with strong interpersonal skills