Company Description Trinity is a Canadian real estate developer specializing in the management, and acquisition of retail shopping centres. Since 1992, the organization has delivered over 35 million square feet of retail space across Canada, including many landmark mixed-use developments. Trinity is known for combining disciplined execution with innovative design to create projects that help define and elevate communities.

Guided by an experienced team of executives and design professionals, the company rejects predictable solutions and focuses on long-term value for our investors and partners. Team members join a culture that emphasizes quality, creativity, and a strong commitment to excellence.

Leasing Administrator & Marketing Coordinator

Trinity Development Group Inc. | Toronto, ON (77 Bloor Street West) | Full-time

About the Role

Reporting to the Senior Vice-President, Leasing, the Leasing Administrator & Marketing Coordinator plays a critical role in managing lease documentation, maintaining accurate tenant data in Yardi and supporting the day-to-day activities of the Leasing department. The role requires a strong working knowledge of retail leases and ensures the integrity of key leasing information, including rent rolls, recovery methods, key dates and lease terms. The position also supports the leasing team with tenancy and expiry monitoring, management reporting and marketing initiatives.

It acts as the AI liaison for the Leasing department, provides lease analytics using data generated through AI tools and Yardi, and assists in preparing property-related information for acquisitions. The role works closely with the leasing, operations, tenant construction, accounting and acquisitions teams.

Lease Administration

- Manage lease abstracts for all new and existing leases
- Review new lease set-ups uploaded to Yardi through AI tools to confirm they match the executed lease agreements; enter recent leases in Yardi manually where required
- Review renewal, assignment and termination set-ups uploaded to Yardi through AI tools to confirm lease modifications are accurate, including new rental structures and lease changes; enter them manually where required
- Maintain the Yardi database and ensure the integrity of the data
- Create new units and change areas based on area certificates
- Manage key dates associated with tenant leases, coordinating with Operations and Tenant Construction to review and update dates including Tenant Possession,



Rent Commencement and Move-Out
- Assist in preparing lease summaries and auditing existing properties, acquisitions and dispositions
- Support the drafting of estoppel certificates, condition waivers, commission agreements and related documents
- Assist with the onboarding of newly acquired properties into Yardi and Trinity's leasing records

Leasing Support

- Assist with preparing deal approval packages, leasing documentation and reports
- Maintain input of information required for the monthly reports to partners
- Assist with the annual budgeting process
- Coordinate payment of external broker commissions
- Coordinate and conduct property tours when required
- Understand markets, projects and sites thoroughly; may include periodic site visits
- Assist with presentations for external parties and attend tenant and broker meetings when required
- Attend ICSC Canada and other local Toronto events and trade shows where required

AI Liaison

- Act as the AI liaison Leasing department, and primary point of contact for AI tools across leasing workflows
- Identify opportunities to apply AI to leasing and lease administration tasks, and develop, document and maintain the related workflows, prompts and templates
- Train the Leasing department in the effective use of AI tools.
- Ensure AI tools are used in accordance with Company policies on confidentiality, data security and the handling of tenant and financial information
- Liaise with IT and other departments on AI tool access, set-up and related initiatives

Lease Analytics

- Use data and analysis produced through AI and Yardi to provide lease analytics to the Leasing department, including rent roll, expiry, renewal, vacancy, recovery and percentage rent analysis
- Manage portfolio-wide clause reviews and registers (e.g. renewal options, termination and development rights, exclusives, sales reporting, pylon schedules) across property tenant files
- Maintain and update market rent comparables and deal-term data used by the Leasing department
- Prepare analytical reports, dashboards and summaries for the SVP, Leasing and senior management




- Review and summarize leases and tenancy information from acquisition materials, and flag key lease risks and opportunities

Marketing

- Manage marketing initiatives such as the Trinity Directory and individual brochures, e-blasts, quarterly updates, Developer's and Chains posts, LinkedIn and Instagram
- Assist with the design and installation coordination of marketing materials and signage
- Maintain accurate information for the Trinity website
- Manage the ICSC booth and all related marketing items
- Manage Trinity's overall marketing strategy through various initiatives and social channels

Administrative

- Coordinate meetings, including creating meeting agendas and leading virtual meetings
- Format and distribute correspondence such as reports, letters, memos, minutes, Excel spreadsheets, agendas and presentation packages with accuracy and on-time delivery
- Process expenses for the SVP, Leasing, and create and enter POs
- Process ad hoc requests from various departments as needed
- Other duties as assigned

Qualifications

- 2–5 years of experience in commercial real estate lease administration and/or leasing, preferably in retail
- Proficiency in reading, interpreting and abstracting commercial retail leases
- Working knowledge of Yardi and proficiency in Microsoft Office (Excel, Word, PowerPoint)
- Strong analytical skills, including advanced Excel (pivot tables, lookups, data analysis)
- Working knowledge of, or strong interest in, AI tools and their practical application to business workflows, with the ability to teach others
- A demonstrated high degree of integrity, diplomacy, discretion and confidentiality
- Excellent interpersonal skills; ability to accurately listen, understand and respond appropriately
- Great at communicating, influencing, collaborating and building strong working relationships
- Ability to work and act independently, using good judgment when assessing difficult situations
- Excellent problem-solving capabilities
- Superior attention to detail and accuracy, with the ability to manage multiple deadlines
- Valid driver's licence and ability to travel to properties

Working Conditions

This is a full-time position based on a standard 37.5-hour work week, Monday to Friday. Occasional flexibility may be required to meet deadlines or attend industry events. Travel within the GTA is required, and travel outside the GTA may occasionally be necessary.

📌 Lease Administration & Marketing Coordinator (Toronto)
🏢 Trinity
📍 Toronto