Administrative Coordinator (CF Pacific Centre) - 12 Month Contract

Role Impact :

To provide administrative coordination to the operations team. You will work alongside the General Manager and Senior Manager, Operations to provide first class client service and liaise with tenants, contractors and other key property stakeholders.

What you will deliver :

• Prepare and maintain all documentation and databases for the Operations department including, business cases, contracts (including insurance, WorkSafe, and pre-qualification documents), confidential correspondence, tenant bulletins, presentations, plans, drawings, etc.
• Actively participates in continuous improvement initiatives or processes that pertain to projects or programs to streamline and / or advance operational strategies at the property, contributes, as needed, in the property annual budget process and assists the Operations team in the execution of strategies to exceed budgeted EBIT (forecast meetings, variance reporting), and operational KPI’s (ie cleaning, service requests, elevator performance).
• Respond to inquiries from suppliers, contractors, other departments and properties and gather / disseminate information to the various parties as directed.
• Support Operations Managers with planning and implementing RFP’s and other procurement activities through CF Exchange platform.
• Prepare contracts for work as directed by Operations Managers and ensure that the contract database is updated regularly and accurately.
• Support preventive maintenance schedules and asset data for all assets, ensuring that all applicable work orders are assigned correctly in the computerized maintenance management system and provides assistance in the fulfillment of the maintenance and upkeep of ongoing resources and performance metrics including Green@Work, ESO, Archidata and all other related to operations to meet program requirements and ensure maximum effectiveness.
• With support of the Administrative Assistant, oversee payroll for the property management staff and support HR programs / requirements for operations team.
• Ensure that all work on the property is conducted by ContractorCheck accredited contractors and that there is a purchase order or contract in place before the work commences.
• Maintain training documentation records for the property.
• Coordinate the department invoice and employee expense process including tracking, coding and approvals as per delegated authorities.
• Draft tenant communications in support of ongoing operations and projects at the properties; ensure the required approvals are in place before the communications are issued.
• Participate in regular schedule of reception coverage.
• Provide back up admin support for breaks, vacation, and absences.
• Meet with property management team, tenants, vendors, contractors and senior management to review and resolve operational challenges and implement new initiatives.
• Attend operations, security and OHS committee meetings (record and issue minutes) and attend other meetings as required.
• Perform other duties as required.

What your strengths are :

• Strong research and analytical skills.
• A team player with strong interpersonal skills
• Strong communicator, verbal and written with excellent tact and diplomacy
• Detail-oriented and focused on accuracy
• A multitasker, quick learner, and can work independently in a fast-paced environment
• Excellent with time management and organizational skills
• Analytical with good problem-solving skills
• Customer-service focused
• Able to work under pressure with minimal supervision
• Able to interact at all organizational levels with tact and diplomacy
• Self-motivated and able to take initiative

What you need to succeed :

• Grade or equivalent
• Post-secondary education in Business or Office Administration an asset
• Minimum to years related work experience.
• Real Estate / Property management experience an asset.
• Fully proficient in Gmail, Microsoft Office (Word, Excel, and PowerPoint).
• Thorough knowledge of administrative practices, office policies and procedures and accounting procedures
• Proven organizational and prioritizing skills.

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

This position is a month contract role and is eligible to participate in our comprehensive benefits package

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.