Commercial Coordinator

Rohit Group; Edmonton; On-site; CAD 50,000 - 70,000; Full time

Job summary

A commercial development company in Edmonton seeks a detail-oriented Commercial Coordinator to support the team through administrative tasks and project management. Responsibilities include managing vendor documentation, analyzing commercial data for decision-making, organizing schedules, and ensuring efficient reporting practices. The ideal candidate will have a Bachelor's degree in Business Administration, a class 5 driver's license, and proficiency in Microsoft Office applications. This role offers opportunities for learning and professional growth.

Qualifications

• Valid class 5 drivers licence required.
• Experience preparing lease documents would be an asset.

Responsibilities

• Provide administrative support to the Commercial Development team.
• Manage contractor and vendor documentation.
• Complete credit checks and track lease conditions.
• Coordinate scheduling and events management.
• Analyze commercial data and provide market insights.
• Explore technology improvements for data processes.

Skills

Attention to detail

Proficient in Microsoft Word

Ability to use Excel

Ability to use PowerPoint

Strong willingness to learn

Education

Bachelor's degree in Business Administration

Job description

Embedded within the Commercial Development team, the Commercial Coordinator will serve as a strategic support to the team while also providing administrative support services to the broader Income Producing Properties division.

Administrative and Filing Support

• Receive and track emails ensuring responses on a daily basis and file accordingly.
• Receive leases and create Internal Approval Forms
• Circulate leases for approvals and then file accordingly.
• Keep filing system in order.
• Provide Leases to business partners.
• Collect and file reports on Leasing and Construction
• Tracking of FAC & CCC certificates and where our construction group and contractors are with these items.

Contractor and Vendor Management

• On an annual basis, follow up with all our vendors and collect updated WCB and insurance documents.
• Fill out new Contractor / Consultant forms and obtain and follow up on appropriate approvals.

Credit Checks and Lease Conditions

• Complete credit checks on Yardi system for personnel and file accordingly.
• Send credit check information to Business partner and follow up with them until the documents and recommendations are received.
• Track all conditions on Leases.

Scheduling and Event Coordination

• Set up appointments (bookings with consultants, meetings with the City, Meetings with NAIOP, Meetings with Bild, Meetings with Tenants, Meetings with Tenants).
• Booking events and luncheons with industry associations.
• Booking flights and hotels for necessary personnel.
• Booking meetings with Tenants and brokers.

Reporting and Visual Tools

• Create monthly updated visual leasing - completed/Conditional/Etc.
• Gather information from team members for monthly and quarterly reports.
• Support supervisors with ad hoc reporting requests and insight-driven summaries to support planning and execution.
• Follow up with other team members and provide reporting to Supervisors.

Commercial Data Analysis & Market Insights

• Review, organize, and analyze commercial leasing, tenant, construction, and income-producing property data to identify trends, risks, and opportunities.
• Prepare clear, usable reports and summaries that support decision-making for the Commercial Development team.
• Assist in tracking market activity, leasing velocity, deal status, and pipeline health to help the team understand performance against targets.
• Identify gaps, inconsistencies, or improvement opportunities in commercial data and reporting processes.
• Translate raw data into simple visuals, dashboards, and summaries that enable leaders to quickly draw market insights and spot trends.

Technology, AI & Process Improvement

• Demonstrate curiosity and interest in exploring AI tools, automation, and emerging technologies to streamline administrative, reporting, and data-related processes.
• Identify opportunities where technology can improve data accuracy, efficiency, and accessibility.
• Support the adoption of new tools, systems, or workflows that make commercial data more powerful, actionable, and user-friendly.
• Continuously look for ways to reduce manual work through smarter processes, templates, and tools.

Transition and Handover

• Own the complete handover including documents from Development to Property Management.

Marketing and Communication Support

• Follow up on and track opening dates - ensuring that Marketing has Linkedin Posts ready for distribution.
• Updating digital pylon sign during construction and coordinating with PM once, they are in control of it to have "NOW OPENING" or "COMING SOON" signage on it.
• Provide property management with digital pylon expiry dates.

Expense Management

• Complete all Concur expense management and send for the appropriate approvals.

Work Experience

• Must have a valid class 5 drivers licence.
• Attention to detail with administrative tasks.
• Be proficient in Microsoft Word and able to use excel & powerpoint.
• Strong willingness and aptitude to learn new tasks and responsibilities.
• Experience preparing lease documents would be an asset.

Education

• Bachelor's degree in Business Administration