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administrative assistant Vaughan

Smartcentres

Full Time Vaughan 50979 - 39438 CAD ANNUAL Today

Job description

Job Title: Administrative Assistant, Legal Operations
Reports To: VP & Senior Counsel
Department: Legal
Position Summary
Provide direct support to the VP of Legal Operations and to 4 Senior Counsel and Lease Administration staff

Responsibilities:

Create a more efficient workplace by proactively anticipating department needs (assist in drafting correspondence, researching information, tracking projects)
Record, assign & circulate requests to draft lease documents and track the workflow as documents are executed; follow up on issues and be able to problem solve
Ensure that lease documents are properly recorded and processed as they are submitted to Legal for approval (including all pertinent supporting documents)
Update and maintain spreadsheets to track agreements and their progress to final execution by landlord
Lease requests
Request for legal approval – Status Report
Deals awaiting Landlord Execution
Executed lease agreements
Executed New Lease Agreements
Assign new tenants & properties to Lease Administrators and maintain an accurate Tenant Portfolio database which gets distributed monthly
Create new legal files and close expired files, ensuring proper documentation, notification and communication between Property Management, Accounting, Tenant Admin, Information Systems, Leasing and Legal Operations
Responsible for the accurate inventory of the Legal library and ensure that our Legal database is properly populated and updated with active files and that it matches the Leasing Activity Report and Sharepoint
Distribute the Monthly Lease Tracking Status Report and request updates to ensure accuracy;
Track Legal Approval Status Report, including regular (monthly) follow up with Leasing Managers for updates
Coordinate and administer the opening of files for newly acquired properties as it pertains to updating Legal records and Legal Library ensuring consistency with the Leasing Activity Report and Sharepoint
Add any newly acquired properties to the Entity Signing Authorities database and indicate correct landlord name and required Authorized Signatories
Continuously update/revise Site Restrictions in Sharepoint (ie., No Build, Exclusives, Use, Site Plan) as required following lease amendments
Assist in the internal litigation process, including preparation of correspondence and updating relevant charts
Prepare various correspondence (termination letters, default letters, basic agreements) as directed by counsel
Complete special projects as assigned by counsel from time to time
Track department attendance & vacation schedules and provide team with regular updates; provide update to Human Resources quarterly
Schedule and coordinate Team meetings as well as keep manager organized and informed of new developments
Check “Legal Notices” Inbox from tenants and forward messages to relevant associates for further action
Act as a resource for associates from other departments when seeking documents, general information, legal status, database inquiries, etc.

Academic/Professional Requirements:

College Diploma and/or Certificate in Administration;

Required Skills/Experience:

Minimum 3 year office/clerical experience in a commercial real estate environment or equivalent;
Must excel in ability to prioritize workload;
Ability to prioritize and multitask;
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;
Understanding of lease terminology is an asset;
Proficient in MS Word, Power Point and Excel;
Strong analytical and attention to detail skills.

Values
The Administrative Assistant must be client focused, advocate and communicate a positive image of the company, both internally and externally.The Administrative Assistant shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the Trust’s interests. The Administrative Assistant shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. The Administrative Assistant 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.