Job Summary

Reporting to the Supervisor of Property Acquisitions, Dundas and Lakeshore Rapid Transit provides administrative support and coordination to Realty Services Bus Rapid Transit Team. In this extremely fast paced, detailed, results driven environment the successful individual is responsible for the organization, coordination, reporting and records management associated with large scale municipal public transit project.

Duties and Responsibilities

• Provide administrative support to ensure the smooth day-to day operation of the Dundas and Lakeshore Rapid Transit Real Property team.
• Monitor and inform appropriate members of the Realty Rapid Transit Management team of requirements and tracks task completion to ensure deadlines are met.
• Administer the activities of the assigned properties in accordance with contractual requirements, procedures, and coordinate work of internal and external services required to assemble and complete property acquisitions (appraisers, planners, surveyors, engineers, municipal staff, utilities).
• Acts as a key resource between Realty office, finance, appraisers, engineers, Technical Advisor, surveyors, and Legal Services.
• Produce documents for different audiences, including bulletins, meeting minutes, letters, policy and reports, charts, and presentations using software applications.
• Maintain an ongoing awareness of key dates, deliverables, tracking of employees, contractors, and tracking of file activity.
• Monitor and reconcile budgets for assigned consultants, prepare and submit expenses. Administer the activities of the assigned properties in accordance with contractual requirements.
• Manage consultant activity logs for the team; responsible for monitoring and reconciling third-party contracts and invoices in compliance with corporate procedures.
• Monitor approval requests prioritize and expedite responses.
• Maintain polite and professional communication with internal and external stakeholders.
• Prioritize, develop and redirect correspondence.
• Provide specialized technical administrative and clerical support unique to the assigned office. Must be an expert in record keeping.
• Maintain electronic filing system.
• Conduct Corporate searches, retrieve parcel registers, plans, and search out contacts as required.
• Create databases, maintain templates, track performance, draft letters, memos, legal documents and reports.
• Draft letters, staff reports, and other correspondence as required.
• Maintain calendars, schedule meetings, provide ad-hoc assistance on projects/initiatives with the unit/team.
• Use information that is stored within the unit/team and/or available without special authorization.
• Conduct arrangements with utilities, other levels of government, agencies, boards as may be required.
• Participate in the timely reconciliation of budgets, payments of invoices.
• Manage and update all property files, various records, photos, legal documents, deeds, agreements, executions, reports and plans.
• Maintain confidentiality of all actions in accordance with policy or seek direction from Manager, Supervisor.

Skills and Qualifications

• Minimum post-secondary education is required. 
• A minimum of 2 years administrative experience is required, preferably in Legal/Realty field.
• Extensive property administration, demonstration of superior records management and control is essential.
• Excellent written and oral presentation skills.
• People and services oriented with a successful history of working in a fast-paced environment.
• Detail oriented, ability to multi-task, assume responsibility for decisions made and actions taken.
• Attention to detail and strong organizational, investigative, fact-finding and problem-solving skills.
• Ability to prioritize workload independently and with sound judgement to follow both instructions with minimal supervision and take initiative as required.
• Advanced computer software knowledge including Microsoft Word and Excel.
• Must have the ability to travel to different sites within the City of Mississauga as required. Valid G class license preferred but not required.
• Prolonged exposure to computer keyboards and screens. Primarily office environment.