Corporate & Real Estate Administrator

Summary and Purpose of Position

Under the supervision of the Vice-President, Strategic Development & Real Estate, we are seeking a highly organized and proactive team member to support our Real Estate and Corporate Legal functions. This role is ideal for a paralegal or legal associate with a background and passion in real estate who is looking to work alongside a team of dedicated professionals in a fast-paced environment.

The successful candidate will use their superior organizational skills and legal experience to deliver value in three key areas:  

(i) taking on a management/administration role for all real estate leases; 

(ii) supporting the real estate group on all construction projects; and 

(iii) taking on corporate secretary responsibilities for all entities in the group  

Primary Duties and Responsibilities

Real Estate Administration

• Support and administer a portfolio of over 130 leases and 30+ active construction projects.
• Review and interpret legal documents, identifying key terms and obligations.
• Oversee lease documentation, renewals, amendments, and compliance tracking.
• Identify, track and manage key dates related to leases across multiple entities for new and existing locations.
• Support construction administration, including contract coordination, invoicing, and documentation.
• Assist with dealer agreements and general contract management.
• Implement and maintain contract and lease management software systems.
• Act as point of contact for internal and external partners, provide information as necessary in a timely manner for all lease related inquiries.
• Organize and maintain legal files, ensuring accuracy and accessibility.
• Collaborate closely with internal stakeholders to execute on priorities.
• Other administrative support as required.

Corporate Secretary & Governance Support

• Maintain the legal organizational chart, including directors, shareholder agreements, and share classes for multiple entities.
• Maintaining entity information (including, but not limited to directors, shareholder agreements, signing authorities, share classes) for multiple entities and responding to requests for corporate records.
• Manage legal correspondence while maintaining confidentiality.
• Liaise with external counsel to set up new, and maintain existing, legal entities as required.
• Track critical dates to ensure all corporate entities remain compliant with appropriate documentation.
• Act as corporate secretary ensuring governance documentation is current and compliant.
• Monitor and implement best practices in governance and compliance.

General Accountabilities

§  Follow established company policies and procedures.

§  Provide professional customer service and employee support.

§  Maintain composure and work effectively in a fast-paced environment.

§  Follow Health & Safety Program and observe provincial Occupational Health & Safety regulations.

§  Participate in meetings and all training as required

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Qualifications Required

Education

§  Graduate of a Paralegal Program/ equivalent paralegal experience or Bachelor of Business Administration

§  2-5 years of experience in a commercial real estate environment preferred

Skills

§  Possess strong interpersonal skills with the ability to effectively interact with all levels of employees

§  Excellent written and verbal communication skills; high level of accuracy and personal initiative.

§  Excellent organizational ability and high attention to detail.

§  Ability to work in a fast paced high pressure environment.

§  Ability to take ownership of projects and deliver desired results.

§  Ability to work both independently and in a team environment to achieve common goals.

§  Proficiency in MS Office (Outlook, Excel, Word), and ability to work efficiently and effectively in a document heavy environment.

§  Experience with a lease management system and its implementation considered an asset.

Experience

§  Exceptional organizational skills and attention to detail.

§  Paralegal certification or legal associate experience.

§  Experience in real estate with a law firm or within a corporate legal department considered an asset.

§  Strong understanding of real estate contracts, lease administration, and corporate governance.

§  Experience with contract and lease management software

§  Exceptional organizational skills and attention to detail.

§  Ability to work independently and proactively.

§  Highly responsive and capable of managing multiple priorities.

§  Background in tax or treasury within a real estate context is a plus.

§  This role may require occasional travel.