Coordinator Retail, Leasing

The Coordinator, Retail Leasing/Operations Retail plays a vital role in supporting the Retail Property Management and Retail Leasing teams in Western Canada. Reporting directly to the Director, Retail Leasing, and supporting two Directors, Retail Leasing and the Director, Property Management – West, this position provides a wide range of administrative functions to enable the property management group to achieve its business goals.

1. General clerical duties and administration

Perform general administrative duties including photocopying, scanning, distributing incoming and outgoing mail and courier packages, and maintaining department stationery supplies.

Handle leasing inquiry calls and forward them to the appropriate Director.

2. Documentation and knowledge management

Prepare original draft versions of (and revisions to) Letters of Intent and any ancillary documentation as required through to execution of documents. Work with Leasing Directors to ensure changes are incorporated into finalized document.

Preparation of internal deal approval forms (TADIS) for Directors of Leasing and deal inputting into company platform in conjunction with Directors of Leasing.

Create, proofread, format, and distribute business correspondence, formal documentation, and spreadsheets.

Set up and maintain systems for department documentation.

Maintain extensive mailing and distribution lists to support functional communication.

Initiate document archiving and retrieval as required.

Maintain general knowledge of shopping centers.

Prepare, gather and assemble documentation as needed, including monthly sales reports, MMR leasing activity fact sheets, credit check submissions, Tenant Record Sheets and Disclosure Forms. Distribute for approvals as necessary.

3. Data and Platform Maintenance

Maintain various tracking systems for the department, including deal tracking for Western Canada, service contracts, consultant contracts, BC disclosure tracking logs, leasing client contacts, and retail centers contact information.

Code invoices and prepare purchase orders.

Liaise with Accounts Payable to ensure timely and accurate payment processing in accordance with company guidelines.

5. Travel Coordination

Prepare travel arrangements for all three Directors, including flights, hotel bookings, and meeting schedules.

6. Conference Coordination

Organize the annual ICSC Whistler conference, including registration, travel, accommodation, restaurant bookings, conference booth setup, giveaways, leasing meeting room arrangements, and liaising with exhibitors and ICSC organizers.

Contribute to the organization of the annual National Retail Operations Conference and the Retail Operations Managers Conference, as required.

7. Expenses

Upload and prepare monthly expense reports for all three Directors, ensuring timely submission.

8. Holiday Activities

Update the Christmas card list, create a digital card, and send chocolates to leasing clients.

Organize Christmas gifts for Western Canada retail shopping centers.

9. Additional Responsibilities

Willingness to join the Social Committee, Health and Safety Committee, and serve as an office first aid officer.

Organize the internal Christmas competition among Western Canada retail shopping malls.

Any other job related duties and/or projects that may be assigned.

Skills, Knowledge, Experience and Education

• Strong communication skills both verbal and written
• Excellent organizational skills
• Intermediate to advanced practical knowledge of MS Office Applications and Outlook
• Solid Knowledge of Adobe Acrobat
• Exposure to Yardi is an asset
• Administrative, analytical and review skills experience
• A combination of relevant education and property management administrative experience, preferably in a shopping centre or retail environment, is an asset

• Excellent organizational skills
• Excellent collaboration and teamwork skills
• Good verbal and written communication skills
• Solid judgment
• Quick learner

High School Diploma is an asset

College Diploma in Office Administration is an asset.