Lease Documentation & Legal Assistant

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management are $85 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

LEASING DOCUMENTATION RESPONSIBILITIES

• Provide administrative support to the national Lease Documentation department and specifically Senior Administrators - EAST and SVP Legal - Leasing and Operations (SVPL)
• Complete monthly reporting on Lease Documentation Fees (AP Voucher) and submit to accounting department on the 15th of each month
• Collect, review, and track all legal invoices for the Department, ensuring correct billing entities and obtain relevant approvals for processing
• Effectively track and record lease and related documentation in prescribed manner (tech platforms, excel trackers etc.)
• Update and maintain documentation in SharePoint Property Portal and collaborate with data governance in streamlining processes
• Utilize leasing software to review, prepare and distribute legal documents for Leasing and other stakeholders and departments
• Assume organizational tasks for the Lease Documentation team (Letters of Engagement, Estoppel tracking, Comparisons and IT support etc.). and Power Point presentations as required by SVPL

ADMINISTRATIVE RESPONSIBILITIES TO BOTH SVPL and MANAGING DIRECTOR, LEGAL (MDL)

• Organize meetings and gatherings, conference calls and travel arrangements for SVPL and MDL, including preparation and related logistics (travel, meals, meetings, boardrooms, etc.)
• Review incoming correspondence and assist SVPL and MDL to prioritize and respond promptly. Where appropriate, seek information and proactively respond to correspondence
• General office administration duties and correspondence
• Code invoices, prepare expense reports, purchase orders, corporate credit card expenses and cheque requisitions
• Assist in annual budgeting process for Lease Documentation Department and Legal Transactions Team
• Maintain electronic filings systems in an organized fashion for all transaction related closing and post-closing materials; Assist with the implantation of new technology tools
• Prepare impactful presentations in PowerPoint that utilize graphs, tables and visual media
• Other administrative duties as may be required from time to time for the Lease Documentation Team, SVPL and MDL

EXPERIENCE & QUALIFICATIONS

• 4-5 Years of Administrative experience, preferably in the area of Real Estate, Leasing and/or Contract Law.
• Minimum of 3-4 days in-office attendance required
• Experience working under pressure and the ability to work with tight deadlines, competing priorities
• Strong prioritizing and organizational skills, manages effectively to tight deadlines; thrives on new ideas and constant change; analytical and detail oriented. Keen focus on producing accurate and high-caliber work.
• Excellent and well-developed relationship skills-superior oral and written communication skills: ability to develop and sustain strong co-operative working relationships internally and externally
• Ability to work well as a part of a busy team in a dynamic environment, as well as independently to meet department goals.
• Advanced Computer Skills - advanced skills in WORD, EXCEL, Yardi, SharePoint, PowerPoint

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