Leasing Professional

Description:

The Non-Licensed Leasing Professional provides administrative and document-processing support to the licensed property management and leasing teams. This role is responsible for preparing lease documentation, organizing tenant records, coordinating communications, and maintaining accurate leasing files.

This is a non-licensed position pursuant to Section 2(1) of the Real Estate Exemption Regulation under the Real Estate Act (Alberta). Any duties and responsibilities of this role that relate to or engage with residential property will not go beyond the scope of Section 2(1) and the Real Estate Act (Alberta).

This role assists with leasing but does not involve any duties requiring licensing under the Real Estate Act (Alberta), except where covered by a permitted exemption.

Job Description

Position Summary

The Non-Licensed Leasing Professional provides administrative and document-processing support to the licensed property management and leasing teams. This role is responsible for preparing lease documentation, organizing tenant records, coordinating communications, and maintaining accurate leasing files.

This is a non-licensed position pursuant to Section 2(1) of the Real Estate Exemption Regulation under the Real Estate Act (Alberta). Any duties and responsibilities of this role that relate to or engage with residential property will not go beyond the scope of Section 2(1) and the Real Estate Act (Alberta).

This role assists with leasing but does not involve any duties requiring licensing under the Real Estate Act (Alberta), except where covered by a permitted exemption.

Key Responsibilities (Permitted For Non-Licensed Staff)

 Lease Administration & Documentation
Prepare draft residential lease agreements in an administrative capacity for review, approval and signature by a licensed property or leasing manager. 
Process licensed manager-approved lease changes, renewals, addenda, tenancy notices, and supporting documents in an administrative capacity. 
Maintain accurate electronic and physical leasing files. 
Enter lease details into property management software (Yardi, Rent Café, etc.). 
Track key lease dates (renewals, expiries, insurance requirements). 
Assemble welcome packages, move-in documents, and tenancy forms prepared by licensed staff. 
 Administrative Support
Conduct showings and arrange showings for licensed associates. 
Prepare marketing materials after approval from a licensee (but does not independently advertise or post listings). 
Support the property management team with data entry, reports, and clerical tasks. 
Assist with compiling leasing metrics, occupancy reports, and rent rolls. 
 Tenant & Customer Communication
Respond to general, non-leasing inquiries about application procedures, building amenities, move-in requirements, and related operational information. 
Provide and receive rental applications (without discussing qualification criteria, rent amounts, or lease terms) and provide to licensed associates. 
Coordinate with tenants regarding documentation, insurance proof, and lease-related paperwork in an administrative capacity, but does not execute any documentation. 
Direct all leasing, pricing, approval, and availability questions to a licensed team member. 
 Financial Coordination (Clerical Only)
Receive rent payments at reception and immediately forward funds to the brokerage’s trust accounting process; security deposits are received by licensed personnel and processed through trust. 
Assist with invoice tracking, utility account setup, or administrative billing tasks. 
Organize and file deposit-related documentation and move-in/move-out fee records (administrative filing only). 

Restricted Activities (NOT Permitted Under Real Estate Act)

Pursuant to Section 2(1) of the Real Estate Exemption Regulation, the Non-Licensed Leasing Professional is prohibited from performing any activity that requires licensing, including:

Leasing & Tenant Interaction

Discussing rental rates, availability, incentives, or lease terms. 
Determining or explaining security deposit amounts. 
Qualifying or screening tenants. 
Approving or rejecting applications. 
Negotiating lease terms on behalf of the brokerage or owner. 

Contractual & Trust Activities

Signing leases or tenancy agreements on behalf of the brokerage. 
Handling security deposits or other trust monies outside of reception duties. 
Issuing notices related to rent, tenancy violations, or legal obligations. 

Marketing & Representation

Posting or publishing rental listings. 
Representing the brokerage in any activity involving the procurement of tenants. 
Providing leasing or property management advice of any kind. 

All restricted duties must be performed by a licensed property manager or licensed leasing associate.

Qualifications

1–3 years of experience in administration, property management support, or leasing support preferred. 
Strong written and verbal communication skills. 
Excellent organization and time-management abilities. 
Comfort with databases and property management software. 
High attention to detail and accuracy. 
Ability to maintain confidentiality and comply with the requirements of the Real Estate Act (Alberta).