Administrative Assistant, Leasing

at  Aspen Properties

At Aspen our Vision is to remain a highly respected boutique real estate company and employer of choice. We will continue to earn exceptional returns by adding value through ownership, management and development opportunities.
Through our Purpose, Aspen Properties is passionate about creating value for our team and community. We pride ourselves on our Core Values; Respect, Leadership, Integrity, Service Excellence and Teamwork. Through the core values, our employees are committed to a culture of honesty, open communication and accountability with high standards of professional and ethical conduct.
We offer a dynamic opportunity, with an excellent compensation and benefits program. We are a fun and professional environment that promotes and rewards learning, development and success. Aspen is an equal opportunity employer that values hiring and retaining a diverse workforce.
We are pleased to announce we have an immediate opening for a team and service-oriented individual to fill a Administrative Assistant, Leasing role based in downtown Calgary.
This is a fantastic opportunity and if you, or someone you know, are a match for the qualifications below please submit resumes to Human Resources at hr@aspenproperties.ca.
You’ll find a full listing and description for this and other Aspen positions currently available at CAREERS | Aspen Properties.
Thank you for your interest in the Aspen team.
Administrative Assistant, Leasing | Calgary
Position Summary:
The Administrative Assistant, Leasing, will provide essential support to the leasing team. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple tasks in a fast-paced commercial real estate environment.
Regular work hours are Monday to Friday 8:30 am to 5:00 pm. The Administrative Assistant, Leasing will report directly to the Director, Leasing.

Key Responsibilities:

• Provide administrative support to the Leasing team requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization’s operations, procedures, and people
• Assist with maintaining, preparing and organizing of commercial real estate documents
• Facilitating signatures to the appropriate teams
• Initiate purchase orders and process invoices
• Record meeting minutes at all Leasing meetings and distribute accordingly
• Maintain and update lease files, databases, and tracking systems. This includes data entry through Excel and Yardi platforms
• Assist in the preparation of leasing reports, presentations, and marketing materials
• Assist with compiling, updating, and summarizing research reports
• Administration of confidential files and presentations
• Process monthly expense reports
• Perform title and off-title searches and identify any problems
• Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as accommodations, travel, location, meals, technology, communication, materials and RSVP’s.
• Coordinate gifts for tenants and brokers throughout the year
• Manage and coordinate the ordering, inventory, and distribution of company branded merchandise for internal and external events, and client giveaways.
• Assist with the creation and distribution of monthly marketing materials, including property listings, brochures, and online advertisements.
• Schedule and organize meetings, appointments, and property tours for prospective tenants
• Building strong relationships across the organization by partnering with internal and external stakeholders
• Assist with special projects as needed
• Assist where needed across the Leasing and Asset Management team.

Qualifications:

• University degree or College diploma
• 2 - 3 years in an administration support function
• Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail
• Strict attention to detail
• Strong proficiency in Microsoft office products i.e. Outlook, Word, Excel, SharePoint and PowerPoint
• Strong proficiency in Adobe
• Familiarity with commercial real estate leasing or property management is a plus
• Ability to exercise sound business judgment and confidentiality
• Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects
• Superior proof-reading skills
• Excellent verbal and written communication skills
• Ability to adapt and evolve in a dynamic organization that is constantly changing
• Have flexibility to work extra hours on occasion and sometimes on short notice
• An organized self-starter with excellent time management and multitasking abilities
• Honesty and integrity combined with a high level of initiative and dedication
• A positive attitude with superior customer service and teamwork skills
• Successful City of Calgary Police Information/Criminal Record Check.

While we appreciate all interest, only those candidates selected for an interview will be contacted.

• Provide administrative support to the Leasing team requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization’s operations, procedures, and people
• Assist with maintaining, preparing and organizing of commercial real estate documents
• Facilitating signatures to the appropriate teams
• Initiate purchase orders and process invoices
• Record meeting minutes at all Leasing meetings and distribute accordingly
• Maintain and update lease files, databases, and tracking systems. This includes data entry through Excel and Yardi platforms
• Assist in the preparation of leasing reports, presentations, and marketing materials
• Assist with compiling, updating, and summarizing research reports
• Administration of confidential files and presentations
• Process monthly expense reports
• Perform title and off-title searches and identify any problems
• Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as accommodations, travel, location, meals, technology, communication, materials and RSVP’s.
• Coordinate gifts for tenants and brokers throughout the year
• Manage and coordinate the ordering, inventory, and distribution of company branded merchandise for internal and external events, and client giveaways.
• Assist with the creation and distribution of monthly marketing materials, including property listings, brochures, and online advertisements.
• Schedule and organize meetings, appointments, and property tours for prospective tenants
• Building strong relationships across the organization by partnering with internal and external stakeholders
• Assist with special projects as needed
• Assist where needed across the Leasing and Asset Management team