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Position Summary:

Reporting to the Real Estates Assets Manager, the incumbent will provide efficient and effective administrative functions to the Real Estate Management unit within CPD, in accordance with the unit's goals and objectives, while ensuring coherence with the University's mission and culture. Help develop and implement administrative real estate processes and policies for the unit and the university. Provide a liaison function with other units and with external organizations in regard to leased space, space allocations, real estate acquisitions and disposals. Support activities related to leasing, real estate management, disposals and acquisitions. Perform functions related to real estate and lease planning and management, and prepare documents including, but not limited to: memos, proposals, notices, letters and government approvals. Aid in creating a proper work order processes for our leased spaces and related real estate functions.  Support the Real Estate Assets Manager and Lease Administrator in overseeing McGill leased space both as a landlord and as a tenant.

Key functions include, but not limited to:

(i) Liaise with Legal for Lease, Offer to Lease, Amendment and Lease Extension reviews.

(ii)Write memos, notices, letters and documents pertaining to leases, acquisitions and disposals.

(iii)Prepare government approval documentation for McGill’s leasing and real estate needs.

(iv) Liaise with planning team within CPD.

(v)Oversee and ensure that due diligence is properly completed during the acquisition, disposal and leasing process.

(vi) Liaise with internal and external units for real estate and leasing issues and needs (vii)Participate in the development and implementation of policies and new initiatives that support the strategic direction of the Real Estate Management unit within CPD.
(viii)Oversee, organize and attended space visits, when needed.

(ix) Develop and implement procedures/processes for building disposals and other real estate functions.

(x) Organize the vacation of building during the disposal process.

(xi) Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions.

(xii) Analyse problems, determine course of action, and provide advice on problem resolution.

(xiii) Participate at meetings, make recommendations and provide solutions.

(xiv)Discuss with occupants to ensure that leased space is being optimized.

(xv)Support managing the decommissioning of leased or McGill owned space including on site and stakeholders coordination.

(xvi) Prepare excel documents pertaining to lease and real estate administration when needed.

(xvii)Develop occupancy guides in collaboration with FMAS operations.

(xviii)Support the Real Estate Assets manager and Lease Administrator in overseeing McGill leased space as a landlord and tenant and related functions.

(xix) Liaise with City of Montreal and other government bodies when needed

(xx)Develop lease summaries.

Other Qualifying Skills and/or Abilities

EDUCATION AND EXPERIENCE:
-- Undergraduate degree
-- Three (3) years’ related experience

 

·Good communication skills, both written and verbal, in French and in English.

·Ability to multitask, work autonomously and under pressure.

·Ability to find solutions, resourceful and result oriented.

·Client service oriented, tactfulness and diplomacy.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 3 on a scale of 0-4.

Minimum Education and Experience:

Bachelor's Degree 3 Years Related Experience /

Annual Salary:

(MPEX Grade 04) $63,810.00 - $79,760.00 - $95,710.00

Job Profile:

MPEX-ADM2A - General Administration - Professional 2

Hours per Week:

33.75 (Full time)

Supervisor:

Manager, Real Estate Assets

Position End Date (If applicable):

2026-01-06

Deadline to Apply:

2025-01-28

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.