Leasing Administrative Assistant II

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Date Posted: 11/17/2021

Location: Calgary Office Properties, AB, CAN

Reference No.: 2021-9135

Department: Leasing - Office

Position Type: Full Time

Job Grade: D

Role Impact:

To support the General Manager and Director of Leasing in office administration, preparing offers to lease, conducting research, preparing correspondence, and communicating with company personnel and tenants.

What you will deliver:

  • Perform administrative duties, including correspondence, reports, statements and agreements, photocopying, taking meeting minutes, coordinating travel arrangements, organizing and maintaining files and answering phones
  • Prepare tenant proposals for new leases and lease renewals, compile lease summaries and liaise with clients to clarity leases, with mentorship from the Director, Office Leasing, General Manager and/or legal department. Ensure all relevant and applicable clauses are included in proposals
  • Prepare monthly lease reporting, space reconfigurations, track all deals and follow up as required
  • Prepare the tracking report for department budget and reconcile it on a monthly basis with proforma revenues based on leasing activity.
  • Conduct lease research as required including reviewing and understanding clauses, restrictions, verifying business terms, etc
  • Interpret lease documentation to ensure risk to department is removed (eg. Right of first refusals, etc)
  • Maintain tenant files, obtain credit information, track written notice timelines and follow up on counter-signed letters and deposits. Keep appropriate spreadsheets and database regularly updated
  • Receive, process and track broker commission payments and ensure broker is paid according to CF guidelines
  • Track and monitor upcoming expiries, vacancies, tenant key dates
  • Design and prepare leasing packages for potential clients, including PowerPoint presentations
  • Tour potential clients through vacant space and relay the terms of the proposed deal
  • Process for payment all department invoices and expense reports for the Director, Office Leasing and General Manager
  • Coordinate, organize and maintain daily calendar and schedule of events for Director, Office Leasing and General Manager by scheduling appointments and prioritizing responsibilities to ensure operational efficiency within the department.
  • Coordinate all meetings, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flip charts, etc;
  • Develop strong relationships with the legal, finance and property teams to ensure all deadlines are on target and submitted according to the Delegated Authorities Policy
  • Receive all incoming calls from prospective Tenants and provide general information to clients; act as a department liaison with internal and external clients;
  • Respond to requests for information and redirecting inquiries beyond own scope of expertise to maintain high levels of customer service
  • Relieves receptionist during scheduled breaks, absence and vacation by receiving and assisting all incoming calls and visitors to the company in a timely, friendly and professional manner
  • Perform other duties as assigned.


What your strengths are:

  • Ability to analyze, interpret and understand the significance of commercial lease concepts
  • Excellent communication skills, written and verbal
  • Strong organizational and administrative skills
  • Able to work under pressure and handle stress
  • Comfortable interacting at all organizational levels
  • Able to work with minimum supervision
  • Attention to detail
  • Sensitivity to confidentiality

What you need to succeed:

  • Grade 12 or equivalent
  • Certificate/diploma in Legal, Leasing or Office Administration
  • Alberta Real Estate licensed or willing to achieve licensing
  • Minimum 5 years working in an administrative role with experience in leasing or legal an asset
  • Real Estate/Property Management experience an asset
  • Sound knowledge of lease agreement documentation
  • Computer literacy with knowledge of Word, Excel, PowerPoint
  • Thorough knowledge of administrative practices, office policies and procedures and accounting procedures


Why you should join us:

At Cadillac Fairview we have been transforming communities for over 50 years.  We are so much more than our properties.  We are building leaders at all levels.  We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development.  We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.  Imagine a place where you can make a difference!


At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.


Are you someone who believes in our values?


  • Aim Higher – we strive to exceed expectations
  • Own Your Expertise – we empower ourselves and each other
  • Collaborate Effectively – we bring the right people together to get the right results
  • Engage with Empathy – we objectively consider the needs of others
  • Embrace Change – we drive, learn from, and adapt to change


At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.  We’re ready to meet you there – are you?


CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.  If you need reasonable accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email cfcareers@cadillacfairview.com.


CF currently has a vaccination policy that is a condition of employment.