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Administrative Coordinator, Operations
Cadillac Fairview
Admin coordination for ops: supports GM, manages PO, invoices, tenant liaison, docs.
6d ago
Expert & Leadership (13+ years), Experienced (8-12 years)
Full Time
Toronto, Ontario, Canada
Onsite
Company Size
2,000 Employees
Service Specialisms
Property Development
Project Management
Consulting
Engineering
Design
Architecture
Construction Services
Sector Specialisms
Commercial Real Estate
Retail
Mixed-Use Properties
Building Performance Management
Base Building Engineering
Building Automation Systems (BAS)
Boiler Systems Management
Customer Marketing
Role
What you would be doing
cfms tracking
construction docs
deficiency tours
cheque requisition
tableau reporting
po management
- 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
- 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
- Coordination of deficiency tours and work completion with General Contractors
- 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.
- 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)
- 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 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)
- Collect all applicable documentation prior to tenant possession, not limited to security and construction deposit, insurance, and Workplace Safety & Insurance Board (WSIB)
- Collect annual certified sales and insurance from all retail clients.
- Prepare all written documentation relating to Tenant communication, such as correspondence to inform them of upcoming activity which may impact their operation, when required.
- Sales data entry; issue sales report to Head Office via Tableau and, sales ranking report to retail clients
- Support the General Manager in coordination of storage leasing at property.
- 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.
- Ensure valid dated insurance coverage is provided by each Tenant.
- 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.
- 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.
What you bring
microsoft office
grade 12
office administration
business administration
3-5 years
real estate
- A team player with strong interpersonal skills
- Thorough knowledge of administrative practices, office policies and procedures and accounting procedures
- Proven organizational and prioritizing skills.
- Able to work under pressure with minimal supervision
- Strong communicator, verbal and written
- Minimum 3 to 5 years related work experience.
- Analytical with good problem solving skills
- Grade 12 or equivalent
- Fully proficient in Gmail, Microsoft Office (Word, Excel, and PowerPoint).
- Post-secondary education in Business Administration an asset
- Real Estate/Property management experience an asset.
- A multitasker, quick learner, and can work independently in a fast-paced environment
- Self-motivated and able to take initiative
- Excellent with time management and organizational skills
- Certificate/diploma in Office Administration an asset
- Able to interact at all organizational levels with tact and diplomacy
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
Company
Overview
1976 Founded
Year of Establishment
The company was established in 1976, marking the beginning of its legacy in Canada's real estate development and management industry.
- 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.
- Customer centricity: We put our customers at the heart of everything we do.
- Collaboration: We work together to create shared success and build strong partnerships.
- Innovation: We embrace new ideas and challenge the status quo to drive positive change.
- Accountability: We take responsibility for our actions and deliver on our commitments.
- Integrity: We act with honesty, transparency, and respect in all our dealings.
- Excellence: We strive for continuous improvement in everything we do.
30% reduction
Greenhouse Gas Emissions
The company has achieved a significant decrease in greenhouse gas emissions compared to 2014 levels, demonstrating strong progress toward sustainability goals.
20% decrease
Energy Consumption
Implementation of energy-efficient solutions has led to reduced operational energy consumption, contributing to overall environmental efficiency.
- Net Zero Emissions Target by 2050
- Invested in renewable energy sources across key properties
- Prioritize sustainable design in new developments and major renovations
- Awarded LEED and BOMA BEST certifications for environmental performance in multiple properties
50% Women
Gender Parity in Leadership
50% of leadership roles are held by women, reflecting a commitment to gender parity.
- Commitment to diverse representation at all organizational levels
- Active partnerships with organizations promoting inclusion and gender equality
- Ongoing internal programs to foster inclusive leadership and employee engagement
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