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Leasing Administrative Assistant II

Department Leasing Date Posted 6/13/2017

Position Type Full Time Reference No. 2017-6263

Job Grade D LocationOntario Portfolio Office, Toronto, ON, CAN

Build your future with Cadillac Fairview!

At Cadillac Fairview, 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.  Cadillac Fairview is where you can make a difference, and where it all comes together. 


Role Summary:
To support the Leasing Executives and Directors of Leasing in preparing offers to lease, conducting research, preparing correspondence, and communicating with company personnel and tenants.  Position operates with minimal supervision.


You will:

  • Perform administrative duties, including typing correspondence, reports, statements and agreements;  distributing/delivering correspondence, photocopying, faxing, taking meeting minutes, coordinating travel arrangements , organizing and maintaining files and answering phones
  • Coordinate all meetings by receiving relevant information from managers, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, etc. in order to ensure participants have all the information and materials required for an effective and productive meeting
  • Assist with the preparation of the department budget and reconciliation process, as required.  Process for payment all department invoices, and expense reports for the Leasing Executive/Director
  • Design and prepare leasing packages for potential clients, including PowerPoint presentations, on a timely matter from written notes; bind and distribute final version.  Create other presentation materials for Leasing Executives and Directors of Leasing as required
  • Tour potential clients through vacant space and relays the terms of the proposed deal
  • Prepare monthly lease reporting, space reconfigurations, track all deals and follow up as required
  • Prepare supporting documentation for new leases and lease renewals, compile lease summaries and liaise with clients to clarify leases, with guidance from the Leasing executive and/or legal department
  • 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
  • Coordinate all aspects of ICSC events, including preparing the CF booth, providing information where required, and redirecting retailers to appropriate Leasing Executive/Director
  • Receive all incoming calls from prospective Tenants and provide general information to clients; act as a department liaison with internal and external clients; maintain courteous, professional and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain high levels of customer service
  • Conduct lease research as required including reviewing and understanding clauses, restrictions, verifying business terms, etc.
  • Relieves receptionist during scheduled breaks, absence and vacation by receiving all incoming calls and visitors to the company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the company are treated promptly, professionally and courteously in keeping with CF’s corporate image
  • Perform other duties as assigned

You have:

  • Grade 12 equivalent
  • Certificate/diploma in Office Administration
  • Minimum 5 years working in an administrative role with prior experience working for more than one manager
  • Real Estate/Property Management experience an asset
  • Good knowledge of lease agreement documentation
  • Computer literacy with knowledge of Word, Excel, PowerPoint
  • Fast, accurate keyboarding skills
  • Ability to analyze, interpret and understand the significance of commercial lease concepts
  • Excellent communication skills, written and verbal
  • Strong organizational and administrative skills
  • Team player attitude
  • Ability to work under pressure and handle stress
  • Ability to interact at all organizational levels
  • Ability to work with minimum supervision
  • Strong proof-reading skills
  • Attention to detail
  • Sensitivity to confidentiality


Are you up for the challenge?  At CF, we believe our people are core to our success.  Join our award-winning team, where your talent and commitment to excellence are welcomed, valued and respected!


Accommodation for applicants with disabilities during the recruitment, assessment, and/or selection process is available.

Additional Qualifications


  • Community College, Office Administration & Related is required
  • High School, General & Other Programs is required


  • Achieves Results
    • Detail Oriented
    • Organizational Skills
    • Time Management
  • Communicates Effectively, Clear and Concise (oral and written communication)
  • Demonstrates Functional Expertise
    • Analytical Skills
    • Microsoft Office Applications
If you are looking for an exciting opportunity and to build a career in an innovative and dynamic organization, submit your resume by clicking on Apply Now below. We thank all applicants for their interest. However, only candidates selected for an interview will be contacted. The Cadillac Fairview Corporation Limited is an equal opportunity employer.