Law Clerk Legal Assistant jobs in Ottawa, ON

Introduction

The Properties Group Management Ltd. is seeking a full-time (30 hours per week) Real Estate Law Clerk to support the administration of commercial leasing, legal documentation, corporate records, and tenant-related legal matters within a portfolio of commercial properties. Working closely with in-house legal counsel, leasing personnel, tenants, brokers, and government agencies, the successful candidate will coordinate and prepare legal and leasing documentation, conduct lease administration and legal research, and assist with court and regulatory filings.

Key Responsibilities

The successful candidate will perform the following duties:

· With the supervision of in-house legal counsel, draft statements of claim, motions and affidavits, defences and replies to defences, and other court pleadings for legal proceedings.

· Facilitate court proceedings by liaising with the Court Registrar and facilitate all necessary court filings by utilizing the Court’s online platform, under supervision of in-house legal counsel, and maintain court records.

· With assistance from in-house legal counsel, review Rules of Civil Procedure and Rules of the Small Claims Court to determine next steps in proceedings.

· Research court files and case law in support of legal proceedings managed by in-house legal counsel.

· Assist in-house legal counsel by collecting, organizing, and maintaining documentary evidence and supporting records for litigation, mediation, collection proceedings, and dispute resolution/settlement matters.

· With the supervision of in-house legal counsel, prepare a variety of agreements relating to commercial leasing, including leases, lease assignment agreements, extension lease term agreements, license agreements, sublease agreements, and parking agreements.

· Occasionally assist in-house legal counsel in the preparation of applications before the Landlord and Tenant Tribunal and preparation of supporting materials.

· Draft legal correspondence and notices to tenants. Proofread all documents and correspondence to ensure accuracy, compliance with legal proceedings, and proper grammatical structure, adhering to company procedures.

· Correspond with legal counsel, government offices, and third parties regarding leasing, legal, and corporate matters.

· Review agreements and provide summaries and interpretations of specific clauses, and research and review property, corporate, court, and legal records and prepare summaries and reports for management.

· Establish and maintain filing systems for legal records, leases, and confidential materials, utilizing Yardi and Microsoft applications to ensure efficient organization and retrieval with the departments across the company.

· Provide comprehensive support for corporate filings and diligently ensure the maintenance of minute books for all corporate entities relating to the company’s commercial property portfolio.

· Collect and accurately record essential lease-related documents, such as PPSA registrations and tenant insurance policies, ensuring their timely submission and receipt from tenants.

· Review existing insurance certificates and insurance policies of tenants to ensure strict compliance in accordance with all lease agreements.

· Monitor important dates relating to tenants' leases, including lease expiries, renewal options, rent adjustments and other contractual obligations, and review lease agreements to understand a tenant's available and historical records.

· Review tenants' rental applications and conduct due diligence by compiling information, interviewing prospective tenants, and gathering supporting documentation for management review.

· Serve as a point-of-contact for external parties such as existing and prospective tenants, brokers, and other real estate corporations, supporting timely and proficient information exchange.

· Proactively contact tenants with upcoming lease term expirations and collaborate closely with the Leasing, Property Management, Legal, and Executive Departments to prepare, review and finalize leasing documents promptly.

· Assist with copy editing for availability reports and marketing materials to distribute to real estate brokers and potential tenants.

· Perform other duties as required by the company to ensure smooth day-to-day operations.

Language: English

Education:

• College diploma in Law Clerk Studies, Paralegal Studies, or Legal Administration; or graduate of a Paralegal Graduate Certificate program. Holding a bachelor’s degree is preferred.

Experience:

• Minimum 2 years of experience as a legal assistant, law clerk or paralegal in a commercial real estate operations or property management environment.

Specific Skills:

· Knowledge of Ontario Rules of Civil Procedure and Small Claims Court Rules, and experience preparing and filing legal documents in Ontario courts.

• Knowledge of commercial leasing practices and proficient in reviewing and preparing legal and commercial leasing documents.
• Proven ability to maintain legal records, corporate records, and document management systems.
• Strong written and verbal communication skills.
• Exceptional attention to detail and organizational skills.
• Proficiency with Microsoft Office applications and document management software.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Benefits

The Properties Group Management Ltd. offers a competitive rewards strategy that supports employees financial, physical, and mental well-being, including:

Group RRSP Program (Mandatory Enrolment) – employer and employee contributions

Health Benefits Package (Mandatory Enrolment):

- Company-Paid: health and dental coverage (single)

- Employee-Funded: Life insurance, LTD, AD&D, health/dental (family)

Employee & Family Assistance Program – 24/7 confidential mental health support and life counselling whenever you need it

Paid Sick Leave – dedicated paid days off to rest and recover when you are unwell

Fitness Reimbursement – $30/month (taxable benefit) to support your gym memberships, fitness classes, and sports activities

• Tuition Reimbursement – Financial coverage may be available for courses, certifications, conferences that align with career growth

Pay: $60,000.00 per year

Education:

• Bachelor's Degree (preferred)

Experience:

• legal assistant, law clerk, or paralegal: 2 years (preferred)

Language:

• English (required)

Work Location: In person