Leasing Administrative Assistant II

The Cadillac Fairview Corporation Limited - Montréal, QC (30 days ago)

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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.


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


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


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 Cadillac Fairview, we believe that people are core to our success. You’ll join a diverse community and award-winning team, where your talent and commitment to excellence are welcomed, valued and respected. Are you up for the challenge?

CF is committed to creating a diverse and inclusive environment. If you need accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or emailcfcareers@cadillacfairview.com.

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