Coordinator, Legal Services

To provide comprehensive administrative assistance to Western Canada Region Legal Department on a day-to-day basis.

RESPONSIBILITIES :

• Prepares initial drafts of retail and office leases and lease amending agreements, as well as ancillary documents such as telecom, parking and storage agreements. Also drafts routine correspondence. Sophisticated word processing is required.
• Assists the Legal Department with the organization and implementation of special projects, such as setting up the framework for preparation of estoppel certificates and lease-related due diligence projects.
• Provides support to the Legal Department, including: distributing leases and other legal documents for Landlord, co-owner and tenant execution, as well as distribution of executed copies to tenants and property management, including scanning executed documents and sending to file clerk for uploading to DMS. Prepares and distributes lease summaries. Enters new deals in Yardi and View The Space (VTS). Tracks deals and reviews abstracts for VTS. Maintains a tickler calendar for critical dates. Coordinates with CAD Canada for floor plans, measurements and unit setups. Tracks area certificates and assists in annual area reconciliation. Maintains letters of credit and tracks tenant restrictive covenants. Registers and tracks personal property security registrations. Conducts land title searches and processes land title invoices. Conducts corporate searches and processes invoices. Maintains Law Department library periodicals.
• Miscellaneous functions include: administering the Legal Tracker system (which includes creating new matters with outside law firms, handling all calls and queries from outside law firms and investigating outstanding invoices). Assists with additional projects for Legal/Leasing Departments. Opening files/Closing files. Provides Reception lunch coverage.
• All other tasks, duties and responsibilities assigned by the Senior Vice President, Legal.

SERVICE / PERSONAL SKILLS :

• Able to review and/or draft lease documentation.
• Resourceful and able to work under minimal direction and/or supervision.
• Good understanding of leasing transactions and terminology.
• Strong oral and written communication skills.
• Able to assess urgency and prioritize accordingly.
• Good organizational and multi-tasking skills.

EXPERIENCE & TECHNICAL SKILLS :

• Strong working knowledge of Microsoft Office is required specifically Word and Outlook.
• Experience with Tabquik, iManage, Windows and Adobe Acrobat Pro.
• Experience with or willingness to learn applicable aspects of VTS, Legal Tracker, Yardi and Propidex.
• Experience with automated diarization systems is an asset.
• Minimum 5 years in a legal administrative capacity with experience in generating lease documentation.
• Ability to read, confirm and understand lease terms and clauses.
• Exposure to acquisition and disposition transactions is an asset.
• Previous real estate experience is an asset.

EDUCATION / DESIGNATIONS / LICENSES :

• High school diploma
• University undergraduate degree and/or formal post-secondary education in a related field (not required, but an asset).

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position; however, only candidates selected for pre-screening will be contacted.