Bentall Kennedy Administrative Assistant, Leasing Full Time in Vancouver, BC

Bentall Kennedy

Branch Vancouver BC CA

Administrative Assistant, Leasing
Vancouver, BC

Real Estate Services. With emphasis on previous commercial real estate / legal experience. Administrative Assistant, Leasing….

Administrative Assistant, Leasing

Real Estate Services
Bentall Tower 4
Vancouver, BC

The Administrative Assistant will report to the Vice President, Leasing and the Manager, Lease Documentation, and will provide additional support to the Leasing Department in Vancouver, BC.


Assist the Vice President, Leasing and other Leasing team members with the following:

  • Prepare and distribute legal documentation (i.e. offers to lease, condition removals, extension letters and short-term tenancy agreements)
  • Prepare various monthly reports and joint venture reports including PowerPoint, Publisher and InDesign presentations
  • Assist with and/or prepare various marketing materials (brochures, flyers, floor plans) and RFP’s
  • Maintain building stacking plans and broker contact database
  • Assist in preparation of offers and general correspondence, for both Leasing and Lease Documentation Services
  • Maintain vacancy database on Web-based services; including but not limited to Spacelist, Altus, Arcestra and Bentall Kennedy websites, and distribute monthly vacancy summaries to brokers
  • Enter comparable lease transactions in databases
  • Code and submit invoices for payment
  • Prepare and process Expense Reports
  • Schedule and coordinate departmental meetings, joint venture and asset review meetings
  • Assist in the posting of executed documents to internal portal
  • Prepare general correspondence and handle incoming correspondence
  • Assist with access to suites for lease, as needed
  • Embrace and pro-actively support Bentall Kennedy’s culture of environmental sustainability, and corporate and social responsibility.
  • Undertake all logistical arrangements for the annual Broker Reward Trip
  • Undertake ad hoc projects and other duties as required

Assist the Manager, Lease Documentation with the following:

  • Distributes and tracks all documentation to tenant, landlord and various internal departments in Bentall Kennedy. Specifically:
    • Assembling and distributing the final form document for tenant execution including associated correspondence with execution instructions
    • Ensuring documents returned from tenants are correctly executed and noting any changes made by the tenants are brought to the attention of both the leasing agent and lease documentation manager
    • Assembling, distributing and tracking of tenant executed documents for approval and execution to and by leasing agents, manager of lease documentation, internal and external landlords (with appropriate execution instructions)
    • Following up with internal and external landlords for timely execution of lease documentation
    • Distributing fully executed documents to tenants, landlords (where appropriate), and office services for filing with precise instructions for setting up new tenant files, legal name changes of tenants on files and unit number changes
    • Distribution of all documentation information to lease administrators for timely entry into the JDE system
  • Maintains the lease documents on the Bentall Kennedy Portal. Specifically:
    • Scan all lease documentation to the portal
    • Maintain existing and expired lease documentation on the portal
    • Ensure all lease documentation for newly acquired buildings are scanned to the portal
  • Revises lease documentation from instructions received from lease documentation manager
  • Creates documentation summary sheets, as required
  • Prepares monthly Outstanding Documentation Report from the LMS system for distribution and use by the lease documentation manager, leasing agents, property managers and their assistants, accountants and lease administrators
  • Embrace and pro-actively support Bentall Kennedy’s culture of environmental sustainability, and corporate and social responsibility
  • Other administrative duties and special projects as required


  • Experience – 3+ years of related administrative experience; with emphasis on previous commercial real estate / legal experience
  • Education – High school diploma supplemented with Post-secondary courses. A related diploma or degree would be an asset.
  • Relationship Skills – Superior oral and written communication skills; ability to develop and sustain cooperative working relationships at all levels; ability to exercise confidentiality, displays enthusiasm and has a desire to learn; team player
  • Organizational/Multi-Task Skills – Ability to allocate one’s time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes

Reasonable accommodation at any time throughout the hiring process is available through Bentall Kennedy’s Human Resources department for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please email us at [email protected] and include: Job posting #, your name and your preferred method of contact.

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Vancouver, BC, CA
Posted on: 2016-11-01
Posted by: