Administrative Coordinator

Role Impact:

The Administrative Coordinator will support the Senior Manager, Operations, the Managers, Operations as well as their respective teams in administrative tasks including but not limited to, preparing and distributing documentation and reports, assisting in formulation and management of TDC Contracts, scheduling appointments and meetings, coding and processing invoices and expenses, and prioritizing workload to ensure operational efficiency.

What you will deliver:

• Assist in developing monthly department scorecards by gathering financial reports from accounting, tracking milestones and flagging issues; to be presented at Operations management team monthly.
• Support Senior Manager, and Operations Managers in the preparation of capital and operating budgets by formatting documents, gathering information from various sources, and providing all relevant forecasting information to the Accounting department
• Process Facilities and Operations invoices
• Track monthly/yearly budget expenses (plan vs. actual and variance reports) by vendor and cost centre
• Identify accruals, prepare monthly flashes, audit, and review all invoices, process interdepartmental cross charges
• Process and calculate tenant services and other charge backs related to Operations.
• Support Managers with contract negotiation and award process, using RFP/RFQ processes through CF Exchange
• Maintain the Service Contract list for the property including updating key information, informing Contract Owners of upcoming key dates.
• Ownership and main point of contact for property “Other” work orders, coordinating with vendors until completion, while meeting corporate SR KPI objectives
• Department expert of CF Exchange and related processes.
• Pro-actively support Operation initiatives and enhancement projects.
• Perform all other duties related to property services and maintenance at Cadillac Fairview
• Support Operations Management team in general administrative duties including but not limited to arranging meetings, calendar management, filing, catering and expense.
• Other duties as assigned

What your strengths are:

• Proven problem-solving skills
• Previous experience in handling confidential or sensitive information
• Ability to implement strategic initiatives and to raise the bar when establishing new standards
• Understanding of basic accounting terminology to be able to help with the review of budget reports and monthly report summaries
• Understanding of property and facility management
• Good verbal and written communication skills to deal with internal and external contacts.
• Time management skills to organize and prioritize workload
• Attention to detail
• Good analytical and research skills
• Ability to work in a challenging, fast-paced, multi-tasked environment
• Team player attitude

What you need to succeed:

• Grade or equivalent
• Post-secondary education in Business Administration and Facilities Management preferred.
• Minimum to years’ related experience
• Competency with a variety of computer applications and systems , Microsoft Visio, Project, Power Point, Access, Excel, and Google applications
• Knowledge of applicable health, safety, and environmental legislation is an asset
• Knowledge of RFP/RFQ process is an asset

Starting base salary for this job level may range from $, to $,. The actual base salary offered will consider several factors including, but not limited to the role, experiences, skills & qualifications, location, market and internal considerations; with this context, CF reserves the right to pay above this range. Cadillac Fairview offers a competitive total rewards package in addition to base pay which may include a performance – based incentive plan, a comprehensive pension and benefits plan, paid time off including vacation, well-being & volunteer days and support for continued growth and development.

Why you should join us:

At Cadillac Fairview we have been transforming communities for over years. We are so much more than our properties. We are building leaders at all levels. We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development. We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension. Imagine a place where you can make a difference!

At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.

Are you someone who believes in our values?

• Aim Higher – we strive to exceed expectations
• Own Your Expertise – we empower ourselves and each other
• Collaborate Effectively – we bring the right people together to get the right results
• Engage with Empathy – we objectively consider the needs of others
• Embrace Change – we drive, learn from, and adapt to change

At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected. We’re ready to meet you there – are you?

CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.