Diana Khoo
Vancouver,Canada
Summary
Professional self-starter, highly efficient and experienced Real Estate Senior Paralegal and HR Professional with extensive administrative and executive level support experience. Specialized in Real Estate Law with progressive experience in assisting with multi-asset class Development, Leasing, Sales and Property Management, Real Estate transactions including acquisitions, dispositions and financing. Exceptional verbal, written and interpersonal skills with an innate and resourceful ability to quickly adapt, learn and excel in fast paced environments.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Senior Paralegal & HR Generalist
Chard Development Ltd.
03.2022 - Current
- Assist with contracts related to construction, leasing, property management, development and other real estate, corporate and employment matters
- Provide administrative support to the General Counsel, Associate General Counsel, COO, VP of Property Management, CFO and back up support to the CEO's Executive Assistant
- Perform and review LTSA title searches, complete Land Title Office filings and submissions
- Negotiate with external parties and City staff in connection with development matters and during the process of applying for City permits and with parties for reciprocal easements
- Draft documents, assist with creating and working with master template documents including all real estate contracts, commercial and residential leases, ancillary lease agreements, notices and lease abstracts
- Prepare and update land title charge summaries for all properties
- Respond to internal requests for information and supporting other departments
- Liaise with external law firms, communicate with internal and external stakeholders
- Establish HR procedures and policies including drafting and maintaining company policies, procedures and programs and educating all internal staff
- Draft all employment contracts and contract revisions for new and existing employees
- Initiate and facilitate recruitment for all company vacancies, including consulting with hiring managers to determine needs, create job postings, screening applicants, interviewing candidates and checking references
- Manage and administer employee onboarding process from the initial hire to start date, ensuring all new hires are set up on payroll and enrolled in benefits program, coordinating IT equipment and conducting onboarding meetings
- Administer company group benefits program including enrolments, terminations, liaise with benefits company benefits for all employee changes, initiate and manage the group benefits renewal, termination and implementation process including going to market and preparing in depth analysis to determine best options, and educating employees on benefits program
- Coordinate and facilitate company's performance management program including probation and annual performance reviews, coordinating with CFO, General Counsel and CEO to ensure all year-end contract revisions and bonuses are approved and accurately documented
- Track all paid and unpaid leave for all employees
- Managed full implementation of a Human Resources Information System, ensuring a smooth transition to a new HRIS system incorporating payroll, benefits, recruitment and performance
- Track and manage semi-monthly payroll adjustments, ensuring timely and accurate processing of payroll
- Manage all company HR records and internal company information
Lease Administrator
Jim Pattison Developments
05.2021 - 12.2021
- Prepare all lease documentation for the portfolio including but not limited to: commercial leases, lease extensions and renewals, amendments, assignment of leases, relocation agreements, consent to share transfers, consent to subleases and surrender and termination agreements on behalf of the Landlord
- Confer with external legal counsel and leasing agents/brokers to ensure Landlord's requirements and Tenant's expectations are amicably met
- Conduct and review due diligence searches including title searches and corporate searches using LTSA, BC Online, Eldor-Wal and other extra- provincial land title registries
- Track, input and maintain records of insurance certificates for all active tenants
- Prepare final lease documents for execution and verify documents have been correctly executed before presenting to signing authorities for signature
- Coordinate with Property Managers to coordinate tenant requests such as site visits, move-ins/move-outs, unit inspections, repairs, setting up services, parking requirements, etc
- Maintain, update and track the timeline of lease deals, renewals and expiries
- Provide legal review of all leasing related tenant correspondence
- Assist in creation of precedent lease and legal templates
Leasing Coordinator & Executive and Legal Assistant
SmartCentres
09.2011 - 04.2021
- Prepare and draft commercial lease contracts and amendments on behalf of the Landlord, as well as other ancillary documents including memorandums and assignments for national and independent tenants for Western Canada (BC, AB, MB, SK)
- Prepare deal summary packages for all executed lease agreements summarizing all key points
- Work closely with in-house legal counsel and leasing agents/brokers regarding LOI's to ensure Landlord's requirements and Tenant's expectations are amicably met
- Assist in preparing title and security documents to register at the Land Title Office
- Draft and assemble exhibits and supporting materials for leases
- Prepare final lease documents for execution and verify documents have been correctly executed
- Prepare proposals, including LOI's and fee agreements, drafting correspondence, prepare summaries for all new leases, amendments, assignments, and extensions
- Analyze and interpret complex lease language
- Track all critical dates relating to lease deals (ie
- Condition dates for municipal use approvals, land rezoning approvals, financial approval dates, executive approval dates, tenant restriction approval dates)
- Maintain, update and track the timeline of lease deals, renewals and expiries completed on a company-wide leasing activity database
- Provide administrative support to VP of Leasing, Associate Counsel and Leasing Directors including scheduling meetings, heavy calendaring, preparing expense reports, booking travel arrangements, event management, prepare materials for meetings and meeting minutes
- Assist with market research, preparing vacancy lists, updating tenant lists, traveling to project sites and surrounding markets
- Responsible for all leasing related invoice payments such as broker commission payments, tenant allowance payments, ensuring deposits are received from tenants coordinating with internal and external parties
Receptionist
Westbank Projects Corp.
07.2010 - 05.2011
- Answer phone calls and direct calls to appropriate parties or take messages
- Greet visitors in a professional manner, facilitate and coordinate meetings with external and internal parties
- Provide general administrative support to all departments including preparing invoices, reports, memos, letters, financial statements and other correspondence
- Perform general office duties, such as ordering supplies, maintaining records management database systems, assist with scheduling and facilitating couriers, mail outs and bank deposits
- Act as the first point of contact for all Open, sort, and distribute incoming correspondence, including mail, faxes and emails
- Prepare meeting and presentation material
- Coordinate all required information for planning events including but not limited to scheduling, venue identification and booking, creating and sending professional itineraries and catering
- Assist in-house Interior design team with special projects in designing and staging residential units and commercial spaces for special events and sales
Education
Paralegal Certificate -
Capilano University
North Vancouver, BC12.2018
Bachelor of Arts - Health Science
Simon Fraser University
Burnaby, BC06.2010
Skills
- Diplomacy
- Discretion
- Professional maturity
- Composure under pressure
- MS Office Suite
- Microsoft Word
- Excel
- Outlook
- Powerpoint
- MS Visio
- Teams
- Ceridian
- Yardi
- Humi (HRIS)
- Sharepoint
- Adobe
- Asana
- Lucid Charts
- Spellbook
- Google Suite
- Communication skills
- Legal drafting
- Attention to detail
- Integrity
- Ownership of work
- Organizational skills
- Deadline management
- Task prioritization
- BC Land Title Office filing
- Registration requirements
- Canadian payroll systems
- CRA accounting principles
- Procedures
- Regulations
- Proactive
- Responsible
- Responsive
- Results-oriented
- Hardworking
- Reliable
- Efficient
- Self-motivated
- HR full employee life-cycle
- Recruitment
- Contracts
- Benefits negotiations
- Renewals
- Implementations
- Management
- Employment law compliance
- Policy drafting
- Payroll
- HRIS implementation
- Retail Leasing
- Lease Negotiations
- Lease Terminology
- C-level executive support
Activities
I have participated in various half-marathon races over the years and enjoy long distance running, indoor spin cycling, cooking, baking, traveling and spending time with my two dogs in my free time.
Languages
English
Chinese (Mandarin)
Chinese (Cantonese)
Certification
BCPA Paralegal
Timeline
Senior Paralegal & HR Generalist
Chard Development Ltd.
03.2022 - Current
Lease Administrator
Jim Pattison Developments
05.2021 - 12.2021
Leasing Coordinator & Executive and Legal Assistant
SmartCentres
09.2011 - 04.2021
Receptionist
Westbank Projects Corp.
07.2010 - 05.2011
Bachelor of Arts - Health Science
Simon Fraser University
BCPA Paralegal
Paralegal Certificate -
Capilano University
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