Administrative Coordinator, Operations

Overview

Provides admin coordination for operations, supporting managers and tenant relations.

Key Responsibilities

• tenant coordination
• po management
• invoice processing
• sales reporting
• client tracker
• construction docs

Tasks

-Prepare all written documentation relating to Tenant communication, such as correspondence to inform them of upcoming activity which may impact their operation, when required. -Assist the General Manager with coordinating activities with General Contractors, Store and/or Regional Manager and communications for special projects (e.g., power shutdown, domestic water pipe replacement within Tenant space) -Provide and maintain courteous, professional, and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise to maintain good levels of customer service. -Collect annual certified sales and insurance from all retail clients. -Collaborate with department heads on and lead the Purchasing Order (PO) creation for Capital and OpEx projects, process all departmental invoices via CF Exchange, manual entry into Yardi; verify appropriate coding is applied to all invoices and send to the appropriate level of approval. -Maintain the Client master tracker in CF Management System (CFMS) by updating and monitoring key dates, flagging imminent milestone dates to relevant stakeholder to avoid delays; provide weekly updates to the property team on the status of projects and store buildouts -Ensure valid dated insurance coverage is provided by each Tenant. -Sales data entry; issue sales report to Head Office via Tableau and, sales ranking report to retail clients -Liaise with Leasing and tenants to ensure all retailers are registered to CF Gateway, and are utilizing the portal for rental payments, sales reporting and year end reconciliation. Handle rent cheque deposits as needed. -Assist the General Manager with tenant coordination: 1) coordinating day to day activities and communications with General Contractors and sub-trades during store buildouts, 2) monitoring store buildouts to ensure the work is completed as per the approved plans and on time, 3) as needed, requests area certification from the base building architect. -Process all departmental mail and courier daily by receiving, opening, sorting, and distributing incoming mail and facsimiles; ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same-day or overnight courier. -Coordination of deficiency tours and work completion with General Contractors -Support the Operations Manager in the preparation of RFP documents, while also preparing construction documents, including but not limited to Canadian Construction Document Communication (CCDC) contracts for capital projects -Issues cheque requisition for General Contractor construction deposit reimbursement cheque and (where applicable) Tenant Inducement cheque requisition and checklist (Statutory Declaration, WSIB Clearance Certificate, Architect’s confirmation, Computer-Aided Design (CAD) drawings, air balancing report) -Support the General Manager in coordination of storage leasing at property. -Collect all applicable documentation prior to tenant possession, not limited to security and construction deposit, insurance, and Workplace Safety & Insurance Board (WSIB)

Requirements

• microsoft office
• gmail
• certificate
• grade 12
• 3‑5 years
• communication

What You Bring

-Strong communicator, verbal and written -Real Estate/Property management experience an asset. -Excellent with time management and organizational skills -Able to work under pressure with minimal supervision -Certificate/diploma in Office Administration an asset -Minimum 3 to 5 years related work experience. -Self-motivated and able to take initiative -Post-secondary education in Business Administration an asset -Thorough knowledge of administrative practices, office policies and procedures and accounting procedures -Able to interact at all organizational levels with tact and diplomacy -Grade 12 or equivalent -A team player with strong interpersonal skills -Fully proficient in Gmail, Microsoft Office (Word, Excel, and PowerPoint). -Proven organizational and prioritizing skills. -A multitasker, quick learner, and can work independently in a fast-paced environment -Analytical with good problem solving skills

People Also Searched For

About Cadillac Fairview

-The company specializes in developing, managing, and owning high-quality office, retail, and mixed-use properties. -Cadillac Fairview’s portfolio includes iconic assets across Canada and select international markets. -The company’s projects often combine modern design with sustainability and innovative technologies. -Notable landmarks include the Toronto-Dominion Centre and CF Pacific Centre in Vancouver. -The company is committed to transforming urban landscapes and creating vibrant community spaces.

Sector Specialisms