Description:

Corporate & Real Estate Administrator

We are seeking a highly organized and detail-oriented Corporate & Real Estate Administrator to support the Real Estate and Corporate Legal functions. This role requires someone who can manage a high volume of documentation, stay on top of critical deadlines, and provide reliable administrative support to senior leadership.

The ideal candidate has experience working with commercial leases, real estate files, and legal documentation. This position involves coordinating with multiple departments, managing sensitive information, and ensuring that all records, agreements, and compliance requirements are maintained accurately and efficiently. We are looking for a proactive individual who takes initiative, works well independently, and brings a strong sense of ownership to their responsibilities.

What You’ll Be Doing:
Real Estate Administration

• Maintain and administer a large portfolio of commercial leases and active real estate/construction files.
• Review and interpret lease agreements and legal documents; identify key terms, obligations, and important dates.
• Manage lease renewals, amendments, documentation updates, and compliance tracking.
• Track and monitor key dates across multiple entities to ensure timely renewals and accurate recordkeeping.
• Support construction and development activities, including contract coordination, invoicing, and document management.
• Assist with dealer agreements, corporate real estate documentation, and general contract administration.
• Maintain and update contract and lease management systems with accurate, current information.
• Respond to internal and external inquiries in a timely and professional manner.
• Organize and maintain all legal and real estate files to ensure accuracy, accessibility, and compliance.

Corporate Secretary & Governance Support

• Maintain corporate records, including organizational charts, shareholders, directors, and signing authorities.
• Coordinate with external counsel on the creation and maintenance of legal entities and required filings.
• Track annual filings and governance deadlines to ensure ongoing corporate compliance.
• Prepare, update, and maintain confidential legal documentation.
• Assist with corporate governance processes and implement best practices across the organization.

General Administrative Support

• Provide executive administrative support to the Vice-President, Strategic Development & Real Estate.
• Coordinate meetings, prepare documentation, and support communication between internal departments.
• Maintain professionalism in a fast-paced environment while managing shifting priorities.
• Handle confidential information with discretion and sound judgment.

What You Bring:

• Education in Paralegal Studies, Legal Administration, Business Administration, or equivalent experience.
• 2–5 years of experience in commercial real estate administration, legal administration, or a related field.
• Strong understanding of commercial lease documentation and real estate recordkeeping.
• Excellent organizational skills with a high level of accuracy and attention to detail.
• Strong written and verbal communication skills; able to interact professionally with internal and external stakeholders.
• Ability to take initiative, manage competing priorities, and work independently.
• Proficiency in MS Office (Excel, Outlook, Word) and comfort working in a document-heavy environment.
• Experience with lease management systems is considered an asset.
• Demonstrated ability to maintain confidentiality and manage sensitive information effectively.
• Ability to work collaboratively within a team-oriented professional setting.

If you are interested in learning more about the Staff Accounting position, please apply through the link provided to the attention of Jasmine Sahansra at jasmine.sahansra@osbornerecruitment.ca or reach out directly at 647.268.7384.

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