The Real Estate Coordinator will assist the Real Estate Manager (REM) as directed, to provide client departments with services including the selection, negotiation, appraisal, acquisition, management, expropriation and disposal of real property and property rights including: negotiate leases, license, easements and other limited interest agreements on behalf of the County of Simcoe.
** Anticipated contract length - one year, with possibility of extension **
1. As required, create or facilitate the creation/renewal of commercial/ residential leases for all client departments including negotiation of rates in line with market, ensuring all critical deadlines are met.
2. Implement and maintain real property database, commercial lease database including life leases, assisted living and affordable housing and utilize reporting software.
3. Assist with real property related processes, procedures and policies; providing input on improvements and implementing changes under the direction of the REM.
4. Assist with the disposal of surplus property, in accordance with applicable legislation and by laws as directed; draft reports to Committee and Council for approval of the REM.
5. Collect data from Registry Office records, conduct title searches using Teraview software/ GIS software and MPAC, for issuance to consultants, stakeholders as required.
6. As directed, work closely with municipal staff, solicitors, consultants and real estate brokers to coordinate and facilitate the completion of encroachment agreements, permissions to enter, offers of sale & purchase and construction easements.
7. Reconcile monthly rental payment and receivables for commercial and residential leases, provide summary of financial status to REM for approval and ensuring accuracy for all receivable and payables monthly.
8. Assisting with expropriation process when required including drafting of documentation, ordering expropriation plans and appraisals within required regulated timelines, tracking mandatory deadlines throughout the process, reviewing expropriation plans and notices, arranging for execution of documentation, arranging for Section 25 payments and following up on final settlement matters as required.
9. Liaising with County staff and real estate agents, administer, support and coordinate the life lease and assisted living program for seniors including document care and control, deposit handling, calculations of rents including pro-rated rents, closing procedures, act as a key contact for tenants as required.
10. Provide administrative support for internal clients related to strategic land searches and acquisition.
11. Arrange property appraisals, land surveys, land owner meetings with internal and external clients, consultants and vendors, and landlord tenant meetings.
12. Handle requests from tenants and landlords forwarding to the appropriate department or arrangement of vendor services as required.
13. Assist with the interpretation of Acts, Regulations and Legislation, as required.
14. Under the direction of the REM act as a liaison between the Corporation and various building managers, tenants, customers, suppliers, and landlords.
15. Assist with the preparation of written and verbal reports to Management, Council and its sub-committees, as well as external agencies as required.
16. All related administrative activities including opening and closing files, filing, saving, printing, managing appointments and personal calendars, reminders in calendars, etc.
17. Assist with legal issues as directed.
18. Assist with creating RFQs, RFTs and RFPs as required.
19. Provide relief or vacation coverage within the department as required.
20. Attend meetings, prepare and distribute minutes after meetings.
21. Performing other duties and responsibilities as required, including redeployment in emergency situations.
22. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
23. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
Has knowledge of and demonstrated ability in our corporate competencies:
- Acts with the Customer in Mind
- Continuously Seeks to Improve Work Processes
- Completion of Grade 12, plus a two year community college diploma in Real Estate/Law Clerk or related field, or equivalent municipal real estate experience. This job may be considered for educational equivalency in accordance with County Policy.
- Thorough knowledge of real estate principles including real estate and expropriation law, agreements of purchase and sale, commercial/ residential tenancies, and applicable legislation, appraisal, surveying and land use planning.
- Outstanding business communication and customer service skills.
- Excellent understanding of property leases and related landlord/tenant law, the Expropriation Act, Landlord Tenant Act and related legislation.
- Strong and proven multi-tasking skills with an ability to handle multiple projects and rapidly changing priorities.
- Strong computer systems literacy along with hands on experience in SAP, Email, Calendar Management, Word, Excel, Property related software i.e. Teraview, GIS property database systems, Geo-warehouse, working with large database programs.
- Strong interpersonal, team building and communication skills and the ability to work effectively with, and communicate to a wide range of managers, directors, consultants, lawyers and the general public.
- Ability to understand and process complex financial transactions, statements of adjustments, funds requests, review legal fees etc.
- Valid Ontario Class G Driver’s License and access to a reliable vehicle.
- Criminal records check that is less than 6 months old at time of hire.
- A minimum one (1) year experience as a Law Clerk, plus three (3) years of related experience as a Real Estate Co-ordinator or similar role is required.
- Visual and mental effort required when reviewing documents for accuracy.
- Regular office environment.
- May be exposed to angry/frustrated property owners.
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