Legal and Real Estate Coordinator
Reporting to the Deputy Chief Administrative Officer (Corporate Services Department), this position is responsible for the day-to-day handling of real estate matters, and provides guidance, advice, and services to staff in all areas of the Town regarding legal agreements, outside legal services, legal file administration, and real estate. As the corporate expert, the Legal & Real Estate Coordinator will also develop, implement, and maintain corporate policies, procedures, and templates with respect to real estate activities including acquisitions/disposals of real property. This position will have primary responsibility for maintaining templates for legal agreements and driving the implementation of technology to manage the execution, storage, tracking and cataloguing of all legal agreements.
Job Duties Include
- Real Estate portfolio management, including:
- Monitor, update and implement the Town’s Land Acquisition and Disposal Plan.
- Coordinate the process for most real estate matters including acquisitions, disposals, easements, lease agreements, license agreements, expropriations, etc.
- Procure and manage contracts with third party service providers such as independent real estate brokers, appraisers, environmental consultants, and real estate/expropriation solicitors.
- Write and present reports to Senior Management and Council in relation to a range of real estate/real property matters, as needed.
- Coordination of Outside Legal Services including management of retainers, major legal file management and cost tracking, budgeting, invoice processing, etc.
- Legal Agreements Coordination, including:
- Drafting, reviewing and revising legal agreements and/or documents.
- Manage the signature process (typically digital signatures) for all legal agreements including related policies.
- Facilitation of the process for approving and executing agreements.
- Develop, implement, and maintain a technology-supported system for the cataloguing, indexing, tracking, and storage of all legal agreements.
Qualifications/Skills
- Post-secondary Diploma in Legal Administration/Law Clerk/Legal Assistant or related program.
- 5 or more years’ law clerk/legal administration experience in real estate or similar discipline, with experience acting independently in the completion of the duties described herein.
- Must be familiar with of the provisions of applicable provincial legislation, including, but not limited to: Municipal Act, 2001, Planning Act, Land Titles Act, Land Registration Reform Act, etc.
- Experience preparing real estate documents and general understanding of purchase and sale of lands.
- Well-developed legal drafting and report writing skills and the ability to effectively research, analyze and summarize large amounts of information.
- Strong organizational and time management skills, with the ability to prioritize workload and competing demands.
- Strong proficiency in Microsoft 365 applications and Adobe Acrobat.
- Knowledge of database management, GIS tools and general legal record-keeping.
What is Offered to Staff
- Salary: $102,042 – $127,553 per year
- Hours of Work: This is a non-union position that works 35 hours per week. The hours of work are Monday to Friday from 8:30 a.m. – 4:30 p.m. with occasional after-hours work as needed.
- Benefits: The Town offers full-time staff a comprehensive benefit package with paid sick, vacation and personal leave days; Employee & Family Assistance Program; Health & Wellness Program, Town of Ajax Fitness Centre membership; plus, a defined benefits pension (OMERS pension).
- Hybrid Work Environment: A flexible work arrangement, including the option to work from home some of the time, is currently a possibility with this position, and can be discussed during the interview process.
How to Apply
To apply for this exciting opportunity, please go to the Town of Ajax website at www.ajax.ca/careers. The closing date for this position is 11:59 p.m. on May 19, 2024.
Equal Opportunity Employer
The Town of Ajax is an equal opportunity employer, committed to diversity and accessibility within the workplace where all employees feel valued, respected, and supported. The Town embraces diversity and gender expression through policy, staff training and providing positive spaces. The Town encourages applications from all qualified candidates. If selected for an interview, please inform Human Resources staff of any accommodation you may require during the process.
