Assistant Development Coordinator, Mixed-Use

Corporate · Toronto, Ontario
Department Corporate
Employment Type Full-Time

ONE Properties (ONE), a privately-owned, integrated real estate investment firm that develops and manages a range of high-quality assets across Canada, is seeking an Assistant Development Coordinator, Mixed-Use to join our team in our Toronto office. You can visit to learn more about our company.

The Opportunity

Based in Toronto, and reporting to the Vice President of Development, the Administrative Coordinator, Mixed-Use Development provides coordination support to the Senior Vice Presidents and Vice Presidents of Mixed-Use Development, Leasing and Construction in Toronto, and their teams.



  • Due diligence support and investigation for prospective land acquisitions
  • Preparation of proposal calls for contractors, construction managers and consultants.
  • Set up and maintain reporting formats for Pre-Development and Initial Baseline Budgets
  • Outline Specifications and Landlord’s Work Scope development
  • Prepare and update preliminary design and construction schedules

Design Development

  • Follow up on the development permit design and application process
  • Tracking of Servicing Agreements and Securities with local authorities
  • Follow up on the building permit design and application process
  • Coordination of Landlord and Tenant scopes of work with base building design

Mixed-Use Development

  • Assist with various projects/assignments for Mixed-Use Development
  • Prepare correspondence with consultants – prepare packages, respond to inquiries etc.
  • Site plans for meetings/consultants
  • Maintain project files (electronic/hard copy)
  • Create/submit/track Commitment Authorities
  • Monitor/update schedules


  • Prepare site plans for meetings (retail, ICE, ProForma meetings, partner updates, other misc.)
  • Maintain project files (electronic/hard copy)
  • Retail leases offer tracking and feedback
  • Prepare Contracts for Contractors and Consultants
  • Update tracking & site plans for Stantec Tower monthly leasing call


      • Preparation of RFP and Tender Invitations
      • Reconciliation and maintenance of construction contracts
      • Change Order Management and Control
      • Monthly Budget update input and report preparation
      • Budgeting, scheduling and execution of Tenant Improvement contracts
      • Invoice approval and tracking
      • Schedule Monitoring
      • Site Meeting participation and Owner representation
      • Maintenance of the ONE Quality Control Program
      • Electronic File and Drawing Management

      Post Construction

      • Deficiency and Warranty Follow up
      • Gathering of Close Out Documents
      • LEED submittals coordination
      • Letter of Credit Recovery

      Development and Construction Administrative support

      • Manage email/phone/calendar
      • Arrange travel – flight, car, hotel, meal reservations, site tours
      • Coordinate business unit meetings with internal participants across all offices
      • Coordinate meetings with external partners/consultants
      • Prepare for meetings – gather documents, printing, setting up IT, steering IT, etc.
      • Draft agendas, take minutes and circulate
      • Create presentations/memos
      • Plan events – ICSC Toronto, Whistler
      • Support document database (electronic/hard copy) for multiple business units and VPs/SVPs
      • Monitor timelines and complete revisions for all monthly and quarterly reports
      • Receive/ensure invoices are processed
      • Delegate/administer Toronto Lobbyist Register
      • Arrange Corporate Entertainment/Sponsorships within budget – secure appropriate approvals
      • Manage subscriptions – arrange payment and maintain passwords
      • Maintain memberships for Mixed-Use team (arrange payment, update/track events [i.e. OPPI – SS])
      • Coordination of Landlord and Tenant scopes of work with base building design

        Corporate Accountabilities

        • Electronic filing management lead for Mixed-Use Development and Construction teams
        • Participating in meetings and becoming an active member of various corporate initiatives
        • Onboarding new employees (equipment, software, building access, etc.)
        • First Aid Certified and serve as Fire Warden and First Aid Responder
        • Prepare expense reports in accordance with ONE’s Expense Reimbursement Policy
        • Submit and first-level approver office operational invoices
        • Invoice management (receive, distribute, print and track)
        • Prepare and modify documents including correspondence, IPP & development quarterly reports, drafts, memos and emails
        • Invoice management (receive, distribute, print, etc.)
        • Creation of tenant files in SharePoint & hard copies for Calgary
        • Provide backup support for the office management


        • Education – Real estate-related educational background is an asset.
        • Experience –Demonstrated interest in Real Estate.
        • Knowledge, Skills, and Abilities -Strong communication skills and leadership skills, ability to multi-task, knowledge of commercial construction, knowledge of project management, understanding of building systems, strong organizational skills and a basic understanding of business principles and Real Estate.
        • Computer Skills - Proficient in a variety of computer software packages such as Microsoft Word, Microsoft Excel, Microsoft Project and Microsoft Outlook.
        • Police Clearance– A criminal verification check is required for employment.


        What We Offer

        • Competitive pay and benefits.
        • Opportunities to grow and develop skills in multiple disciplines.
        • Dynamic co-workers who share the same values and priorities with a strong dedication to teamwork.
        • Customer-service orientation.
        • Expanding company with extensive experience, a positive reputation and commitment to the communities where we operate.
        • A safe work environment. All employees are required to be fully vaccinated against COVID-19.


        How to Apply

        If you have the skills, qualifications and expertise, and want to join our growing team, please submit your resume, cover letter and salary expectations using the following job posting link: or visit the Careers page on our website


        This job description is a summary of the key position requirements and is not a comprehensive listing. Additional responsibilities, duties and skills may be required for the position.


        Salary for this position will be commensurate with the candidate’s experience.


        Incomplete applications will not be considered. Posting will remain open until a suitable candidate is found.


        We thank all applicants for their interest, however, only those selected for interviews will be contacted.

        Thank You

        Your application was submitted successfully.

        • Location
          Toronto, Ontario
        • Department
        • Employment Type