Leasing Assistant

Quantum Management Services Ltd.; Vaughan; On-site; CAD 65,000 - 75,000; Full time

Job summary

Quantum Management Services Ltd. is seeking a Leasing Assistant in Vaughan, Ontario. This permanent role supports the Ontario Leasing Team with administrative, coordination, and operational duties across the leasing lifecycle.

Responsibilities include processing leases, renewals, amendments, and related documents, managing critical dates, and coordinating financials and due diligence from prospective tenants. Strong organization and real estate exposure are valued.

Qualifications

• College diploma in Business Administration or related field is asset.
• Minimum 3 years of administrative/office coordination experience.
• Experience supporting a commercial real estate, leasing, or property management team is preferred.
• Familiarity with commercial lease documentation and terminology is asset.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document management or workflow systems is asset.
• Experience with electronic document platforms and digital signature software is asset.

Responsibilities

• Coordinate preparation, execution, and processing of new leases, renewals, amendments, and related documentation.
• Track lease transactions and renewal timelines with milestones.
• Gather documentation and reports for internal approvals.
• Coordinate receipt of financial information, credit applications, and due diligence materials from tenants.
• Maintain leasing records and databases, ensuring accuracy and currency.
• Generate reports and perform data entry within property management systems.
• Organize, scan, and maintain electronic lease files and supporting docs.
• Assist with leasing packages, proposals, and tenant communications.
• Prepare deal summaries and supporting docs for review and approval.
• Liaise with legal, finance, accounting, construction, planning, and property management teams.

Skills

Strong organizational skills

Excellent written and verbal skills

Attention to detail

Analytical abilities

Microsoft Office Suite

Education

College diploma in Business Administration or related field

Tools

Document management

Electronic signatures / digital signatures

Job description

Position: Leasing Assistant

Location: Vaughan, ON

Salary: $65,000 - $75,000

Job Type: Permanent

Position Type: Open Vacancy

Our client, a well-established and growing commercial real estate organization, is seeking a highly organized and detail-oriented Leasing Assistant to support its Ontario Leasing Team. Reporting to senior leasing leadership, this role is responsible for providing administrative, coordination, and operational support throughout the leasing process, ensuring the accurate execution and maintenance of lease documentation, reporting, and tenant records.

This position is ideal for an individual with strong administrative experience, excellent organizational skills, and an interest in commercial real estate leasing.

Key Responsibilities

• Coordinate the preparation, execution, and processing of new leases, renewals, amendments, and other lease-related documentation.
• Track lease transactions and maintain awareness of critical dates, renewal timelines, and key milestones.
• Gather supporting documentation and reports required for internal approvals.
• Coordinate receipt of financial information, credit applications, and supporting due diligence materials from prospective tenants.
• Maintain leasing records and databases, ensuring information is accurate, current, and properly documented.
• Generate reports and perform data entry within property management and leasing systems.
• Organize, scan, and maintain electronic lease files and supporting documentation.
• Assist with the preparation of leasing packages, proposals, correspondence, presentations, and tenant communications.
• Prepare deal summaries and supporting documentation for review and approval.
• Liaise with internal stakeholders, including legal, finance, accounting, construction, planning, and property management teams, to facilitate lease transactions.
• Coordinate follow-up on outstanding lease documentation and approval requirements.
• Assist with commission agreement administration, invoice processing, and tenant incentive payment requests.
• Support the preparation of lease amendments, extensions, and related documentation.
• Gather and analyze information to support leasing proposals, site reviews, budgets, and reporting requirements.
• Maintain leasing reports, tracking schedules, and transaction status updates.
• Review lease documentation and tenant histories to support leasing activities and reporting.
• Draft correspondence, reports, meeting materials, and other administrative documents as required.
• Monitor transaction conditions and key deliverables to ensure deadlines are met.
• Coordinate internal and external meetings, prepare agendas, record meeting minutes, and distribute follow-up materials.
• Assist with travel arrangements, scheduling, and event coordination as required.
• Provide administrative support to leasing leadership and assist with special projects as assigned.

Qualifications

• College diploma in Business Administration or a related field is considered an asset.
• Minimum 3 years of administrative, office coordination, or clerical experience.
• Previous experience supporting a commercial real estate, leasing, property management, or development team is preferred.
• Familiarity with commercial lease documentation and lease terminology is considered an asset.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to interact professionally across all levels of an organization.
• Strong attention to detail and analytical abilities.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with property management, document management, or workflow systems is an asset.
• Experience with electronic document platforms and digital signature software is considered an asset.

Why Apply?

This is an excellent opportunity to join a respected real estate organization and gain exposure to a broad range of leasing activities within a collaborative and professional environment. The successful candidate will play an important role in supporting leasing operations while working closely with experienced industry professionals.

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.

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