Administrative Coordinator

Description:

Cadillac Fairview is seeking a highly organized and detail-oriented Administrative Coordinator, Operations to support the General Manager and Operations Manager at one of Toronto’s premier properties. This role is central to ensuring smooth coordination between tenants, contractors, and key property stakeholders, while maintaining top-tier client service and operational excellence.

The ideal candidate is a proactive professional with strong communication, analytical, and multitasking skills. They will handle administrative coordination, support capital projects, manage invoices and contracts, liaise with tenants, and assist with special projects that impact property operations.

Key Responsibilities:

• Purchasing and Invoicing: Collaborate with department heads to create purchase orders for capital and operating projects. Process departmental invoices through CF Exchange and Yardi, ensuring accurate coding and approvals.

• Project and Contract Support: Assist the Operations Manager in preparing RFP documents and construction contracts, including CCDC agreements for capital projects.

• Tenant Liaison: Work closely with Leasing and tenants to ensure all retailers are registered on CF Gateway, managing payments, sales reporting, and reconciliations. Handle rent cheque deposits and maintain tenant communication.

• Project Tracking: Maintain the Client Master Tracker in CF Management System (CFMS), flagging key milestones and updating stakeholders on project progress and store buildouts.

• Client and Leasing Coordination: Support client tours and serve as a key contact for Leasing and Specialty Leasing during new tenant tours. Collect necessary documentation such as insurance, WSIB certificates, and security deposits before tenant possession.

• Construction Oversight: Coordinate day-to-day activities with contractors during store buildouts, monitor progress, and ensure timely completion per approved plans. Manage deficiency tours and work completion follow-ups.

• Financial Administration: Issue cheque requisitions for contractor deposit reimbursements and tenant inducement payments, ensuring all required documentation (e.g., statutory declarations, CAD drawings, WSIB certificates) is complete.

• Special Projects: Assist with operational activities like power shutdowns or infrastructure replacements within tenant spaces.

• Data and Reporting: Input and verify sales data, generate sales and ranking reports using Tableau, and collect annual certified sales and insurance from retail clients.

• Documentation and Communication: Prepare official correspondence for tenants regarding operational updates, notices, or activities impacting their business.

• Mail and Office Coordination: Manage mail and courier services daily, ensuring accurate distribution and timely processing of outgoing items.

• Customer Service: Deliver professional and efficient service to internal and external stakeholders, maintaining Cadillac Fairview’s reputation for excellence.

• Other Duties: Provide additional administrative and operational support as assigned.

Key Strengths and Competencies:

• Strong interpersonal and communication skills (verbal and written).

• High attention to detail and accuracy in documentation and reporting.

• Strong analytical and problem-solving capabilities.

• Excellent time management and organizational skills.

• Ability to multitask effectively and work under pressure with minimal supervision.

• Customer-service oriented with professional tact and diplomacy.

• Self-motivated, proactive, and capable of taking initiative.

Qualifications and Requirements:

• Education: Grade 12 or equivalent (Post-secondary education in Business Administration or Office Administration certification is an asset).

• Experience: 3–5 years of relevant experience in administrative or operations coordination roles; experience in real estate or property management is preferred.

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail, and familiarity with accounting and administrative practices.

• Knowledge of office policies, administrative procedures, and accounting workflows.

• Proven ability to manage priorities and meet deadlines efficiently.

Why Join Cadillac Fairview:

For over five decades, Cadillac Fairview has been a leader in transforming communities and shaping commercial real estate across North America. The company offers a culture that emphasizes leadership, collaboration, innovation, and professional growth.

You’ll enjoy:

• A dynamic and inclusive workplace that values integrity, diversity, and excellence.

• Opportunities to collaborate with top industry professionals.

• Competitive rewards, including market-leading benefits and a defined pension plan.

• Continuous professional development and career advancement opportunities.

Our Core 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 for the right results.

• Engage with Empathy – We objectively consider the needs of others.

• Embrace Change – We learn from and adapt to change continuously.

Cadillac Fairview is proud to be an equal opportunity employer, fostering diversity and inclusion in all aspects of employment.