Real Estate Assistant

Bulk Barn Foods Limited; Aurora; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a dedicated Assistant for their Real Estate team. This role focuses on providing crucial administrative support, managing project timelines, and ensuring effective communication with various stakeholders. The ideal candidate will thrive in a fast-paced environment and possess exceptional organizational skills. With a commitment to quality and detail, you will play a vital role in the success of new store openings and renovations. Join a company that values innovation and teamwork, and contribute to exciting projects that shape the future of retail in Canada.

Benefits

Flexible work-week program

On-site fitness facility access

Qualifications

• 10 years’ experience as an Administrative Assistant or Executive Assistant.
• Proficient in MS Office applications with high attention to detail.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Provide administrative support to the Real Estate department.
• Coordinate legal documents and manage project timelines.
• Communicate with landlords and contractors to ensure project success.

Skills

Detail Orientation

Project Management

Communication Skills

Microsoft Excel

Administrative Support

Interpersonal Skills

Time Management

Education

Post-secondary certificate or degree in business administration

Tools

MS Word

MS PowerPoint

MS Outlook

Job description

ABOUT US

Established in 1982, Bulk Barn is Canada’s largest bulk food retailer with close to 300 stores and growing! The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and employees.

OUR VALUES:

• High Standards
• Passionate
• Committed
• Exciting and Fun
• Supportive
• Customer Oriented

WHAT WE OFFER

In addition to a competitive compensation program and employer-paid benefits, we also include:

• 32-hour flexible work-week program currently being tested
• Use of top-tier on-site fitness facility at our Corporate Head Office free of charge to employees

ABOUT THE ROLE

The Assistant Real Estate’s main purpose is to support the Director, Real Estate as well as the Real Estate department by providing day to day administrative support, cataloging and distributing of department information, arranging and managing calendars, researching and preparing correspondence including, letters, memos and emails and making travel arrangements, as necessary.

Duties and Responsibilities

Communication

• Communicate regularly with co-workers in all departments of the organization to ensure all required information necessary is available to complete the daily projects/tasks required of the position.
• Communicate regularly with landlords, general contractors and other vendors as required.
• Advise Director of any concerns or issues in advance of assigned deadlines.
• Draft and send all departmental communications upon request.

Project/Task Management

Organization

• End-to-end processing of correspondence including preparation, copying, filing and distribution.
• Copy, distribute, file and follow up on sign backs related to letters, materials and documentation.
• Organize and expedite the flow of work and manage a bring forward system.
• Prepare and manage checklists containing many tasks and completion of each task from execution of the legal documentation (Offer to Lease, Letter of Intent, Amending Agreements, Lease) until the store opens, including but not limited to, reviewing and understanding the legal documentation to ensure that all conditions are satisfied and all notifications from the landlord are received on time.
• Prepare and update various logs including, current store address listing, possession/opening dates log, calendars, significant dates log, key dates log etc.
• Track all critical project dates as well as documentation including leases, lease renewals, termination letters, expiries and possession dates.
• Provide all necessary internal information from the legal documentation to Finacne, Store Development, Legal and various other departments within the organization.

Lease Documentation

• Coordinate the execution of all legal documents for both tenant and landlord in a timely manner.
• Mange all documentation and internal systems used for new store locations, renewals and relocations.
• Prepare amending letters and waivers and follow up until receipt of fully executed documents from the landlord.
• Draft various correspondence (letters and emails) relating to lease negotiations and other ongoing matters.

Project Administration

• Arrange and coordinate pre-possession meetings with the landlord for the general contractor.
• Coordinate and liaise with landlords, property management and store development on any correspondence or matters relating to new store build, renovations, post store openings or deficiencies.
• Prepare LIPSOC form detailing out all requirements under the legal documents to assist store development project manager in the preparation of their scope of work and budgets.
• Prepare LIPSOC form to send to general contractors to ensure all Landlord Work is completed following pre-possession and review reports upon receipt.
• Prepare notice to the landlord outlining all deficiencies and track dates for completion of all landlord work.

General Department Administration

• Prepare all required documentation in advance of upcoming meetings for all attending personnel, if required.
• Record minutes of meetings and distribute, when required.
• Maintain and manage department attendance/vacation requests and schedules through Dayforce.
• Prepare, log and control expense reports, as required.

Other

• Prepare and submit all monthly and annual sales reports to landlords in accordance with lease requirements.
• Initiate and complete other projects, tasks, duties and responsibilities to support Real Estate as assigned from time to time.

Detail Orientation

• Ensure accuracy of all correspondence, reports, logs and documents.
• Ensure all documents and reports are audited and error free in advance of submission for review.
• Document and bring forward any document, policy, process and/or procedure discrepancies for review.

Quality

• Ensure all correspondence, presentations, reports and communications are print ready and meet Company standards in advance of implementation.

Teamwork

• Partner with co-workers as required on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the Company.

• Promotes and works to maintain workplace wellness, health and safety, through active compliance with all workplace health and safety policies and procedures.

• Any other duties as required.

Education & Skills

• Post-secondary certificate or degree in business administration or related field
• 10 years’ experience as an Administrative Assistant or Executive Assistant for a Senior Executive
• 10 years’ experience working with excel at an intermediate or advanced level
• 5-10 years’ experience preparing executive presentations and letters
• 10 years’ experience working in a fast paced deadline and standards driven environment
• Proficient in MS Word, Excel, PowerPoint and Outlook
• High attention to detail and comfort with financial documents and information
• Pride of ownership over assigned responsibilities
• Ability to exercise flexibility, initiative, good judgment and discretion
• Ability to work under pressure and meet deadlines
• Solid command of the English language (written and verbal)
• Professional demeanor with strong interpersonal skills

HOW TO APPLY

If you are interested in this role, please forward your resume to us, along with a covering letter telling us why you would like to join our team.

Bulk Barn Foods Limited is an equal opportunity employer that values diversity in the workplace. Accommodation is available in accordance with the AODA, if requested.

Only those candidates who are selected for an interview will be contacted. No telephone calls please.