Leasing Assistant

Role overview

The Leasing Assistant supports the Ontario Leasing team and reports to the Vice President, Leasing. This position is centered on administrative and coordination work that helps keep leasing activities organized, accurate, and moving forward. The role involves preparing tenant files, managing correspondence, maintaining databases, coordinating with tenants and the legal team, and handling a range of project-based assignments.

Key responsibilities

• Handle the timely processing of new lease executions, renewals, and other related leasing documents.
• Examine new leases and renewals, monitor critical dates and expiry timelines, and summarize key information.
• Collect supporting reports and documents needed to obtain the required approvals.
• Coordinate financial background checks, credit applications, and related tenant credit checks when required.
• Use the Yardi system to generate reports and complete data entry tasks.
• Verify that renewal details are accurate so reporting remains correct.
• Respond to leasing-related questions and inquiries.
• Scan and upload lease documents to the network drive.
• Support the preparation of site information, tenant communication, and related drafting work for prospective and current tenants.
• Create deal summary sheets and compile backup material needed for approvals.
• Follow up with the legal team regarding outstanding documentation.
• Draft, review, and update commission agreements, process broker commission invoices, and submit tenant allowance payment requests for approval.
• Prepare amendment request forms, extension request forms, and lease documentation for new tenants.
• Collect and assess information to build proposals such as budgets and site plans.
• Help maintain the leasing database, tracking schedules, and leasing reports.
• Review existing tenant leases and understand tenant history.
• Prepare letters, emails, and expense reports.
• Issue waiver letters and lease copies to tenants after a binding agreement has been reached.
• Monitor lease deal condition deadlines to ensure waivers are delivered on time.
• Represent the department at functions when needed.
• Work with planning, construction, finance, legal, and accounting teams as required.
• Coordinate with the Vice President for leasing team meetings, including reports, site visits, schedules, and updates.
• Organize regional leasing team meetings, update site plans, take meeting minutes, and circulate them to the team.
• Prepare budget memo requests for new and existing units so construction can price landlord work for new deals.
• Provide backup support to the Chairman’s executive assistant when required.
• Assist with lease request forms.
• Help organize internal and external meetings.
• Arrange travel as needed.
• Take on additional projects as assigned.
• Support the Vice President, Leasing, and the direct reports.
• Work from the office five days per week.

Qualifications and experience

• A college diploma in Business Administration or a related discipline is considered an advantage.
• At least 3 years of office or clerical experience, or an equivalent combination of experience, is required.
• 1 to 2 years of hands-on experience in commercial real estate is an asset.
• Strong ability to prioritize tasks and manage multiple responsibilities at once is essential.
• Excellent spoken and written communication skills are needed for interaction across all levels of the company and with external contacts.
• Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel is required.
• Experience with PDF Exchange Viewer, CAD, Kofax/Merging, Nuance, and DocuSign would be beneficial.
• Working knowledge of lease terminology is important.
• Strong analytical ability and a sharp eye for detail are necessary.

Values and working style

The ideal candidate is client-oriented, communicates a positive image of the organization, and behaves in a respectful and ethical way while representing the company’s interests. This person should show initiative, creativity, resourcefulness, and an ownership mindset in daily work. Accountability, teamwork, idea-sharing, and a focus on shared goals are all important parts of the role.

Compensation and additional information

The expected base salary for this position is between $60,000 and $75,000. Actual compensation may differ depending on the candidate’s location, experience, qualifications, and skills.

This is a current, active opening. The employer is an equal opportunity organization committed to an inclusive and accessible hiring process. If accommodation is needed during recruitment, candidates are encouraged to communicate that when contacted about the opportunity.

External tools or third-party services may be used during the application process, but the employer’s own hiring decisions are made by its recruitment team.

Education and eligibility

Applicants who have a Business Administration diploma or a similar educational background will be at an advantage. The role is best suited to candidates with office administration, clerical, or commercial real estate support experience. The position is based in Vaughan, Ontario and requires five days of in-office work each week.