Administration Assistant Manager overseeing facility management and office operations at Woven City. Aiming to enhance team culture and operational efficiency in a hybrid work environment.
About the role
- Real Estate Administrator managing land and property documentation, ensuring compliance and timely payments at Land & Property Advisory Solutions. Requires bachelor's degree and 3 years of relevant experience.
Responsibilities
- Maintain a comprehensive database of all leases, license, and access agreements associated with land rights.
- Ensuring accurate and up-to-date documentation of agreements, including terms, conditions, and renewal dates.
- Ensure timely payment of rent and adherence to financial obligations outlined in the agreements.
- Process vendor invoices and payment requests promptly, including the processing of IRFs (Invoice Requisition Forms) and PRFs (Payment Request Forms).
- Monitor compliance with obligations under the agreements and take necessary actions to rectify any discrepancies.
- Managing incoming property acquisition requests from internal and external clients and coordinating the associated workflow.
- Experience in obtaining/verifying property and landowner data/information via GeoWarehouse and Teranet.
- Drafting, reviewing, and tracking documents related to property acquisition projects, ensuring proper completion and compliance.
- Organizing, filing, and maintaining property-related documentation, following established structure and data integrity protocols.
- Prepare monthly reports, including PR/PO reports, project reports, and any other relevant documentation.
- Provide formal notices such as renewals, construction notifications, and other relevant communications as required by the agreements.
- Gather, organize, and compile notices from the Clients related to land rights and agreements.
- Review and escalate City of Toronto notices of applications, zoning changes, Official Plan documents, as necessary.
- Updating and maintenance of property database application (ARCHIBUS) including the filing and uploading of drawings, agreements, correspondences, notifications, and other documents.
- Provide external-facing customer support for inquiries and requests related to land rights agreements.
- Maintain accurate records of all activities and communications related to land rights agreements.
- Address ad-hoc issues that arise in relation to the agreements and ensure timely resolution.
Requirements
- Bachelor’s degree in business administration, Real Estate Management, or a related field preferred.
- Minimum of 3 years of practical experience in administrating, coordinating, and managing land and property data and documentation for right-of-way and/or utility-scale projects.
- Proficiency in ARCHIBUS or similar property database & document management software is highly desirable.
- Excellent communication skills, both written and verbal.
- Strong attention to detail with a focus on the professional appearance of datasets and presentation materials.
- Ability to prioritize tasks effectively and work efficiently in a fast-paced environment.
- Strong problem-solving skills, critical thinking, and ability to handle challenging situations with professionalism.
- Familiarity with the regulatory environment related to land rights and agreements is an asset.
- Proficient in Microsoft Office Suite, particularly Word and Excel (intermediate level or higher).
- Experience or familiarity with GIS systems and SAP enterprise solutions is considered an asset.
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