Administrative Assistant, Leasing

Primaris REIT is currently hiring a dedicated and detail-oriented Administrative Assistant to support our Leasing team at our Calgary Regional Office. If you thrive in a fast-paced, dynamic environment and are eager to contribute to the success of a national retail real estate leader, this opportunity is for you!

As the Administrative Assistant, Leasing, you will provide comprehensive administrative support primarily to the Leasing team to ensure efficient operations and coordination. You will play a key role in maintaining accurate documentation, supporting leasing processes, managing communications, and assisting with event coordination and reporting. In addition, you will also provide general support to all employees at the Regional Office in addition to being the first point of contact as the office receptionist. You will provide support both in-person for visitors as well as over the phone or via email to respond to inquiries.

• Bachelor’s Degree/Diploma/Certificate in Business Administration or related field required
• Experience in commercial real estate an asset but not required
• Minimum 2-4 years of administrative experience; experience in real estate or leasing administration is an asset
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Yardi is an asset
• Excellent attention to detail and organizational skills
• Ability to manage multiple tasks with competing priorities
• Strong written and verbal communication skills
• Professionalism, discretion, and a customer-service mindset

• Provide excellent customer service as the office Receptionist by greeting visitors and answering general inquiries via phone and email
• Manage day-to-day administrative functions, including correspondence, filing (digital and paper), and document organization
• Organize couriers and office supply orders (e.g. Nespresso, Grand & Toy)
• Process invoices and expense reports in Yardi and other systems
• Prepare, track, and organize letters of intent (LOIs), deal flow documents, and lease agreements
• Maintain and update property codes, lease plans, and area change requests
• Coordinate DocuSign workflows and document tracking
• Book travel and event arrangements for the Leasing team (e.g. ICSC events in Toronto, Las Vegas, Whistler)
• Assist with event planning logistics in conjunction with Coordinator, Leasing
• Maintain client portals and respond to landlord requests
• Assist with report generation and data management using Microsoft Office Suite and other platforms such as Yardi
• Manage phone systems (Net2Phone) and assist with IT coordination for Leasing team requirements
• Collaborate with cross-functional teams such as Legal, Marketing, and Operations as needed
• Support the preparation of presentations, reports, and other leasing materials
• Contribute to special projects, leasing initiatives, and national campaigns as required
• Ensure confidentiality, accuracy, and professionalism in all communications and documentation
• Other duties as assigned