Assistant, Real Estate

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

Job Purpose
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, cataloguing and distributing of department information, arranging and managing calendars, researching and preparing correspondence including letters, memos and emails and making travel arrangements.
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 checklists containing many tasks and completion of each task from execution of the legal documentation (Offer to Lease, Letter of Intent, 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 Finance, Store Development, Legal and various other departments within the organization.
• Lease Documentation
• Coordinate the execution of all leases and related legal documents for both tenant and landlord in a timely manner
• Manage all documentation and internal systems used for new store locations, relocations and renewals.
• Prepare amending letters and waivers and follow up until receipt of fully executed document 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 Development on any correspondence or matters relating to new store build, renovations, post store openings or deficiencies.
• Prepare LIPSOC form detailing all requirements under the legal document 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.
• Manage and set up utility accounts (gas, hydro and water) and telephone accounts for all new stores, relocations and transfers.
• 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 requested.
• Maintain and prepare departmental attendance/vacation schedule.
• Prepare, log and control expense reports
• Other
• Prepare and submit all monthly and annual sales reports to landlords.
• 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.

Qualifications

• 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

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