Administrative Coordinator, Property Management

Overview

Supports property management operations, coordinating moves, docs, and tenant relations.

Key Responsibilities

• tenant liaison
• report analysis
• invoice processing
• contract management
• procurement
• database maintenance

Tasks

-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. Respond to tenant inquiries, issues and complaints in a timely manner, as required. -Coordinate, organize, and maintain daily calendar and schedule of events by scheduling appointments and prioritizing responsibilities to ensure operational efficiency. -Run and analyze a variety of reports as requested. -Coordinate the department invoice process including tracking, coding, and approvals as per delegated authorities. -Attend tenant, operations, security and other meetings as required, recording and issuing minutes. -Ensure that all work on the property is conducted by accredited contractors and that there is a purchase order or contract in place before the work commences. -Provide back up admin support to the Admin. Assistant for breaks, vacation, absences, and provide reception relief as required. -Prepare contracts for work as directed by Property Management and Operations and ensure that the contract database is updated regularly and accurately. -Acts as direct tenant liaison to ensure that all tenant construction activity and landlord work are well-coordinated, organized and proactively managed, and in fulfillment of lease obligations. -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 (eg. cleaning, service requests, elevator performance). -Process procurement-related tasks in a timely manner, include purchase order creation and coding, invoice approvals, etc. -Respond to inquiries from suppliers, contractors, other departments and properties and gather/disseminate information to the various parties as directed. -Support the property team in the planning and execution of tenant events, activations and programming. -Assist the Property Manager in certain aspects of the maintenance, administration and rental of storage units at the properties. -Prepare and maintain all documentation and databases for the Property Management and Operations departments including, business cases, contracts (including insurance, WorkSafe, and pre-qualification documents), confidential correspondence, tenant bulletins, presentations, plans, drawings, etc. -Coordinate all aspects of client moves (including move-ins, move-outs, expansions, relocations, renewals, etc.) at the properties in a timely manner, ensuring that clients are well-informed as to the process requirements throughout. -Meets with property management team, tenants, vendors, contractors and senior management to review and resolve operational challenges and implement new initiatives. Coordinate assignments required under lease agreements to ensure obligations are fulfilled.

Requirements

• excel
• powerpoint
• rpa
• boma
• college degree
• 3+ years

What You Bring

-Thorough knowledge of: administrative practices, office policies and procedures and accounting procedures. -Minimum of 3 years relevant and progressive experience in a Real Estate or Property Management operations administrative role an asset. -Able to interact at all organizational levels with tact and diplomacy -Excellent with time management and organizational skills -Analytical with good problem solving skills -A multitasker, quick learner, and can work independently in a fast-paced environment -Self-motivated and able to take initiative -Able to work under pressure with minimal supervision -Strong communicator, verbal and written -Knowledge of and experience administering RFP processes an asset. -A team player with strong interpersonal skills -College diploma and/or University degree -High computer literacy with good working knowledge of Gmail, Word, Excel, PowerPoint, with a strong emphasis on Excel and PowerPoint. -RPA or BOMA program or interest and willingness to complete

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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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