Administrative Assistant, Leasing

Overview

Provide admin support to leasing team, manage reception, documents, travel, and coordination.

Key Responsibilities

• yardi processing
• client portals
• docusign workflows
• phone systems
• data management
• lease documentation

Tasks

-Process invoices and expense reports in Yardi and other systems -Maintain client portals and respond to landlord requests -Overcome obstacles to get the job done, identify problems and recommend solutions -Assist with event planning logistics in conjunction with Coordinator, Leasing -Book travel and event arrangements for the Leasing team (e.g. ICSC events in Toronto, Las Vegas, Whistler) -Maintain and update property codes, lease plans, and area change requests -Organize couriers and office supply orders (e.g. Nespresso, Grand & Toy) -Manage day-to-day administrative functions, including correspondence, filing (digital and paper), and document organization -Coordinate DocuSign workflows and document tracking -Empowerment: Use the means provided to carry out responsibilities to the best of your ability and to implement creative ideas -Provide excellent customer service as the office Receptionist by greeting visitors and answering general inquiries via phone and email -Prepare, track, and organize letters of intent (LOIs), deal flow documents, and lease agreements -Contribute to special projects, leasing initiatives, and national campaigns as required -Ensure confidentiality, accuracy, and professionalism in all communications and documentation -Manage phone systems (Net2Phone) and assist with IT coordination for Leasing team requirements -Collaborate with cross-functional teams such as Legal, Marketing, and Operations as needed -Assist with report generation and data management using Microsoft Office Suite and other platforms such as Yardi -Support the preparation of presentations, reports, and other leasing materials

Requirements

• bachelor's
• microsoft office
• yardi
• admin experience
• communication
• detail‑oriented

What You Bring

-Communicate clearly, concisely, professionally and convey active listening and openness -Bachelor’s Degree/Diploma/Certificate in Business Administration or related field required -Produce accurate work with attention to detail and consistently meet deadlines -Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Yardi is an asset -Strong written and verbal communication skills -Excellent attention to detail and organizational skills -Experience in commercial real estate an asset but not required -Ability to manage multiple tasks with competing priorities -Minimum 2-4 years of administrative experience; experience in real estate or leasing administration is an asset -See change positively and adapt quickly to change in work requirements -Professionalism, discretion, and a customer-service mindset

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About Primaris Reit

-A prominent real estate investment trust focusing primarily on retail properties. -Manages a diversified portfolio of high-quality properties, primarily in prime Canadian markets. -Continually strives to enhance its property portfolio's value with a strategic approach. -Portfolio includes a wide range of well-located shopping centers and retail destinations. -Combines operational excellence with a deep understanding of consumer behavior and market trends. -Committed to providing sustainable and profitable investments for its stakeholders.

Sector Specialisms