Real Estate Coordinator

Position overview

The Real Estate Coordinator supports the Real Estate Manager in delivering a broad range of property-related services to County client departments. This includes work connected to selecting, negotiating, appraising, acquiring, managing, expropriating, and disposing of real property and property interests. The role also involves negotiating leases, licences, easements, and similar limited-interest agreements on behalf of the County of Simcoe.

This is a one-year contract opportunity, with the potential for an extension.

Key duties

• Prepare, renew, or coordinate commercial and residential leases for client departments, including rate negotiations aligned to market conditions and tracking all key deadlines.
• Maintain real property records and lease databases, including life leases, assisted living, and affordable housing files, while using reporting tools to support the work.
• Support property-related procedures, policies, and process improvements under the direction of the Real Estate Manager.
• Help manage surplus property disposition in line with legislation and bylaws, and draft reports for Committee and Council review and approval.
• Gather information from registry records and complete title searches using Teraview, GIS tools, and MPAC data for consultants and stakeholders.
• Coordinate with municipal staff, lawyers, consultants, and brokers to complete encroachment agreements, permissions to enter, offers of purchase and sale, and construction easements.
• Reconcile monthly rental payments and receivables for commercial and residential leases, and prepare financial summaries for managerial approval.
• Support expropriation work by drafting documents, ordering plans and appraisals, monitoring regulated deadlines, reviewing notices and plans, arranging execution, coordinating Section 25 payments, and following up on settlement items.
• Work with County staff and real estate agents to administer life lease and assisted living programs for seniors, including document control, deposits, rent calculations, prorated rent, closing steps, and tenant support.
• Provide administrative assistance for strategic land searches and acquisition activities.
• Arrange appraisals, land surveys, meetings with landowners, landlords, tenants, internal stakeholders, consultants, and vendors.
• Respond to tenant and landlord requests and route issues to the proper department or vendor service as needed.
• Help interpret relevant Acts, Regulations, and legislation.
• Serve as a liaison between the Corporation and building managers, tenants, customers, suppliers, and landlords, as directed.
• Prepare written and verbal updates, reports, and presentations for management, Council, sub-committees, and external agencies as required.
• Handle administrative tasks such as opening and closing files, filing, saving, printing, calendar management, reminders, and appointment coordination.
• Assist with legal matters as assigned.
• Support the preparation of RFQs, RFTs, and RFPs.
• Provide vacation or relief coverage within the department when needed.
• Attend meetings and prepare/distribute minutes.
• Carry out other assigned duties, including redeployment during emergency situations.
• Follow all provincial and County health and safety requirements, policies, and procedures.
• Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

Corporate competencies

• Customer-focused approach
• Accountability
• Continuous improvement mindset
• Collaboration
• Impactful communication
• Resilience

Education, technical skills, and certification

• Grade 12 completion plus a two-year college diploma in Real Estate, Law Clerk, or a related field, or equivalent municipal real estate experience. Educational equivalency may be considered under County policy.
• Strong understanding of real estate principles, including real estate and expropriation law, purchase and sale agreements, commercial and residential tenancies, appraisal, surveying, land use planning, and applicable legislation.
• Excellent business communication and customer service abilities.
• Solid knowledge of landlord and tenant law, the Expropriation Act, the Landlord Tenant Act, and related legislation.
• Proven ability to manage multiple priorities and switch between tasks in a fast-moving environment.
• Strong computer literacy, with practical experience using SAP, email, calendar tools, Word, Excel, Teraview, GIS property databases, Geo-warehouse, and large data systems.
• Well-developed interpersonal, teamwork, and communication skills, with the ability to work effectively with managers, directors, consultants, lawyers, and members of the public.
• Ability to understand and process complex financial transactions, statements of adjustments, fund requests, and legal fee reviews.
• Valid Ontario Class G driver’s licence and access to a dependable vehicle.
• A criminal records check dated within the last 6 months at the time of hire.

Experience

• At least 1 year of experience as a Law Clerk, plus 3 years of related experience in a Real Estate Coordinator or similar position.

Working conditions

• Primarily office-based work.
• May involve interaction with upset or frustrated property owners.

Contract note

The anticipated contract duration is one year, with a possible extension.