Experience
Planning Administrative Assistant
Draft leases, licenses and other agreements with third party occupants of facilities and other property related documents;
Monitoring, updating and managing issues related to leases, license and shared use agreements;
Composing and preparing correspondence, reports, presentations, agendas and materials for meetings;
Liaise with legal counsel and internal and external stakeholders;
Preparation of reports, taking and preparing minutes of one (1) standard committee;
Responding to public inquires including but not limited to application processes, study reviews and other general inquires;
Assist in managing schedule for Manger of Planning;
Schedule training sessions, appointments and various meetings with internal and external individuals;
Manage and retain three (3) filing systems (hard and digital records), including creating hard files, scanning documents for digital files, labelling, as well as maintaining a numerical and alphabetical filing system;
Working knowledge and application of multiple internal programs, with ease and understanding;
Process invoices for payment, review account statements and report discrepancies to Management;
Request Purchase Requisitions including entry requests in private program, processing orders and receiving products; and
Undertake additional projects as assigned.
Legal and Leasing Coordinator
Negotiates terms and conditions for all Lease Extensions, including over 100 commercial and retail establishments across Ontario;
Prepares original draft versions and revisions to all leasing documentation, including incorporating leasing history and ensuring consistency of lease documentation;
Effectively communications and coordinates with all parties involved in the leasing process to maintain status of all leasing documentation and ensure execution of said document;
Informs internal departments such as Accounting and Marketing of completed lease transactions and advise of additional procedures when applicable;
Maintains alphabetical lease tracking and record system, certifying lease renewals are executed prior to the expiration of the term and status of document execution is provided to upper management;
Collaborates with various City, Townships and Regions to ensure regulations and procedures are smoothly executed during building and renovation projects;
Oversees completion and submission of various building documents such as Building Permit applications, Letters of Authorization, and Undertakings;
Proactively consults with various construction departments and contractors, internal and external, resolving deficiencies and any outstanding matters relating to Site Plan Agreements;
Communicates daily with external contacts such as tenants, tenant representatives, legal counsel, city officials and various contractors;
Manages all legal matters, including day to day correspondence with solicitors regarding Superior Court cases, providing representation in Small Claims Court cases as well as drafting, proofreading, and serving various Small Claims Court forms; and
Collects, if any, outstanding payments in arrears of over 30 days by way of written notice and negotiating payment arrangements.