Administrative Assistant, Leasing at Primaris REIT

Regional Office - Calgary, AB

JOB TYPE

Full Time, Salary

Position Summary

Primaris REIT is currently hiring a dedicated and detail-oriented Administrative Assistant to support our Leasing team at our Calgary Regional Office. If you thrive in a fast-paced, dynamic environment and are eager to contribute to the success of a national retail real estate leader, this opportunity is for you!

Role

As the Administrative Assistant, Leasing, you will provide comprehensive administrative support primarily to the Leasing team to ensure efficient operations and coordination. You will play a key role in maintaining accurate documentation, supporting leasing processes, managing communications, and assisting with event coordination and reporting. In addition, you will also provide general support to all employees at the Regional Office in addition to being the first point of contact as the office receptionist. You will provide support both in-person for visitors as well as over the phone or via email to respond to inquiries.

Key Responsibilities

• Provide excellent customer service as the office Receptionist by greeting visitors and answering general inquiries via phone and email
• Manage day-to-day administrative functions, including correspondence, filing (digital and paper), and document organization
• Organize couriers and office supply orders (e.g. Nespresso, Grand & Toy)
• Process invoices and expense reports in Yardi and other systems
• Prepare, track, and organize letters of intent (LOIs), deal flow documents, and lease agreements
• Maintain and update property codes, lease plans, and area change requests
• Coordinate DocuSign workflows and document tracking
• Book travel and event arrangements for the Leasing team (e.g. ICSC events in Toronto, Las Vegas, Whistler)
• Assist with event planning logistics in conjunction with Coordinator, Leasing
• Maintain client portals and respond to landlord requests
• Assist with report generation and data management using Microsoft Office Suite and other platforms such as Yardi
• Manage phone systems (Net2Phone) and assist with IT coordination for Leasing team requirements
• Collaborate with cross-functional teams such as Legal, Marketing, and Operations as needed
• Support the preparation of presentations, reports, and other leasing materials
• Contribute to special projects, leasing initiatives, and national campaigns as required
• Ensure confidentiality, accuracy, and professionalism in all communications and documentation
• Other duties as assigned
  
  

Requirements

To excel in this role, we are looking for candidates with strong work ethic and communication skills. If this opportunity sounds interesting to you, you likely have the following attributes:

• Bachelor’s Degree/Diploma/Certificate in Business Administration or related field required
• Experience in commercial real estate an asset but not required
• Minimum 2-4 years of administrative experience; experience in real estate or leasing administration is an asset
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Yardi is an asset
• Excellent attention to detail and organizational skills
• Ability to manage multiple tasks with competing priorities
• Strong written and verbal communication skills
• Professionalism, discretion, and a customer-service mindset
  
  

Join us and play a vital role in providing outstanding experiences to our valued customers and tenants.

Competencies

• Communicate clearly, concisely, professionally and convey active listening and openness
• Build positive relationships and demonstrate commitment, effort and a "take charge" attitude
• Produce accurate work with attention to detail and consistently meet deadlines
• Take ownership for actions, accept constructive criticism and make the necessary changes to behaviour
• Overcome obstacles to get the job done, identify problems and recommend solutions
• See change positively and adapt quickly to change in work requirements
  
  

Values

• Respect: Value diverse perspectives, experiences and talents; treat others the way you would want to be treated
• Empowerment: Use the means provided to carry out responsibilities to the best of your ability and to implement creative ideas
• Integrity: Do the right thing, deliver on commitments and admit mistakes
• Teamwork: Work together as one team toward common goals
• Accountability: Hold yourself and others accountable for decisions and results
  
  

Next Step

If your background matches the qualifications listed above and you are looking for an opportunity with a dynamic team, with your resume attached please Apply Here. Please note that we thank all who apply however only candidates considered for an interview will be contacted.

Primaris is committed to accessibility for persons with disabilities in the course of employment, including in recruitment and hiring. If, as a result of a disability, you require accommodation in order to apply for this role and/or participate in the recruitment process, please contact us here.