Hybrid Legal Assistant — Realty & Capital Projects

City of Mississauga; Canada; Hybrid; CAD 47,000 - 63,000; Full time

Job summary

City of Mississauga is seeking a Legal Assistant to support the Realty Services and Capital Acquisition teams on a 2-year temporary contract. The role focuses on administrative coordination for rapid transit property initiatives, including document production, budget tracking, and file management.

The position requires post-secondary education and at least two years of administrative experience in a legal/realty setting, strong written and verbal communication, and proficiency with Word and

Qualifications

• Minimum post-secondary education is required.
• A minimum of 2 years administrative experience is required, in Legal/Realty field.
• Extensive property administration, demonstration of superior records management and control is essential.
• Excellent written and oral presentation skills.
• People and services oriented with a successful history of working in a fast-paced environment.
• Detail oriented, ability to multi-task, assume responsibility for decisions made and actions taken.
• Attention to detail and strong organizational, investigative, fact-finding and problem-solving skills.
• Ability to prioritize workload independently and with sound judgement to follow both instructions with minimal supervision and take initiative as required.
• Advanced computer software knowledge including Microsoft Word and Excel.
• Must have the ability to travel to different sites within the City of Mississauga as required. Valid G class license preferred but not required.
• Prolonged exposure to computer keyboards and screens. Primarily office environment.

Responsibilities

• Provide administrative support to ensure the smooth day-to day operations of the realty matters that support the RTPO project initiatives.
• Monitors and tracks task completion to ensure deadlines are met.
• Communicates deliverables for decision making to RTPO and tracks approvals.
• Administer the activities of the assigned properties in accordance with contractual requirements, procedures, and coordinate work of internal and external services required to assemble and complete property acquisitions (appraisers, planners, surveyors, engineers, municipal staff, utilities).
• Acts as a key resource between Realty Services, RTPO, Finance, Legal Services and external vendors.
• Produce documents for internal/external stakeholders, including bulletins, meeting minutes, letters, policy, reports, charts, and presentations using software applications.
• Maintain an ongoing awareness and tracking of key dates, deliverables, project milestones, vendor deliverables, and tracking of file activity.
• Manage and update all property files, various records, photos, legal documents, deeds, agreements, executions, reports and plans and follows record retention policies.
• Monitor and reconcile budgets for assigned consultants, prepare and submit expenses. Administer the activities of the assigned properties in accordance with contractual requirements.
• Manage consultant activity logs for the team; responsible for monitoring and reconciling third-party contracts and invoices in compliance with corporate procedures.
• Monitor approval requests prioritize and expedite responses.
• Maintain polite and professional communication with internal and external stakeholders.
• Prioritize, develop and redirect correspondence.
• Conduct Corporate searches, retrieve parcel registers, plans, and search out contacts as required.
• Conduct arrangements with utility service providers, other levels of government, agencies, boards as directed by the Supervisor
• Participate in the timely reconciliation of budgets, payments of invoices.

Skills

Administrative experience

Attention to detail

Microsoft Word

Excel

Oral and written communication

Legal/Realty knowledge

Education

Post-secondary education

Tools

Microsoft Word

Excel

Job description

City of Mississauga is seeking a Legal Assistant to support the Realty Services and Capital Acquisition teams on a 2-year temporary contract. The role focuses on administrative coordination for rapid transit property initiatives, including document production, budget tracking, and file management.

The position requires post-secondary education and at least two years of administrative experience in a legal/realty setting, strong written and verbal communication, and proficiency with Word and