Administrative Assistant II (Waterfront Properties)

Overview

Admin support for property ops: invoices, tenant agreements, reporting, scheduling, and office tasks.

Key Responsibilities

• document prep
• traffic reporting
• signage management
• tenant transition
• invoice processing
• process improvement

Tasks

-Prepare all written documentation such as, but not limited to, correspondence, reports, statements and agreements on a timely and accurate basis by transcribing from dictated or written notes and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects; -Produce monthly retail traffic statistics reports by collecting data from the traffic counters; -Manage the tenant signage program; preparing agreements, ordering signage; billings; -Act as backup and provide break/lunch/vacation coverage for the Administrative Receptionist. This includes duties such as; monitoring and maintaining departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing, coordinating tenant meeting room bookings, receiving all incoming calls and handle group bookings and visitors to the company in a timely, courteous and professional manner to ensure all clients to the Company are treated promptly, professionally and courteously in keeping CF's corporate image -Manage Tenant Transition Program; tenant move ins/outs; prepare welcome/departure letters; provide tenant with necessary documentation; advise all departments; act as tenant main point of contact; -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 in order to maintain good levels of customer service; -Assist the General Manager and Property Manager and other departments as required; -Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary; -Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting; -Manage tenant storage agreements; prepare agreements; -Process all departmental invoices by receiving, opening, sorting, and distributing invoices to the appropriate department staff member; verify appropriate coding is applied to all invoices and send to the appropriate level of approval; -Recommend and implement enhancements to current procedures that will improve operational effectiveness;

Requirements

• 3‑5 years
• office administration
• microsoft office
• analytical
• team player
• strong communicator

What You Bring

-Minimum 3 to 5 years related work experience; with at least 2 years working in an administrative role; -Strong communicator, verbal and written -Excellent with time management and organizational skills -Ability to multi-task; -Strong research and analytical skills. -Computer literate and fully proficient in Microsoft Word, Excel and PowerPoint; -Solid organizational and prioritizing skills; -Able to interact at all organizational levels with tact and diplomacy -A team player with strong interpersonal skills -Certificate/diploma in Office Administration an asset; -Real Estate/Property management experience an asset; -Grade 12 or equivalent; -A multitasker, quick learner, and can work independently in a fast-paced environment -Analytical with good problem solving skills

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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.

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