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About the Role
Provide administrative coordination to the operations team, working alongside the General Manager and Operations Manager to deliver first-class client service and liaise with tenants, contractors, and property stakeholders.
Responsibilities
- 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 and send for approval.
- Support the Operations Manager in the preparation of RFP documents and construction documents, including CCDC contracts for capital projects.
- Liaise with Leasing and tenants to ensure retailers are registered to CF Gateway and utilize the portal for payments, reporting, and reconciliation.
- Handle rent cheque deposits as needed.
- Maintain the Client master tracker in CFMS by updating and monitoring key dates, flagging imminent milestones, and providing weekly project status updates.
- Serve as the key point of contact for Leasing and Specialty Leasing during client tours and for requested information.
- Collect all applicable documentation prior to tenant possession, including security and construction deposits, insurance, and WSIB.
- Assist the General Manager with tenant coordination, including daily activities and communications with General Contractors during store buildouts.
- Monitor store buildouts to ensure completion according to approved plans and on time.
- Request area certification from the base building architect as needed.
- Coordinate deficiency tours and work completion with General Contractors.
- Issue cheque requisitions for General Contractor construction deposit reimbursement and Tenant Inducement.
- Assist the General Manager with coordinating activities and communications for special projects with General Contractors and management.
- Enter sales data and issue sales reports to Head Office via Tableau and sales ranking reports to retail clients.
- Collect annual certified sales and insurance from all retail clients.
- Provide courteous, professional, and efficient service to internal and external clients by responding to requests for information.
- Prepare written documentation for Tenant communication regarding upcoming activities that may impact their operations.
- Support the General Manager in coordinating storage leasing at the property.
- Collaborate with the Operations Team in achieving Green at Work targets.
- Process all departmental mail and courier daily, including receiving, opening, sorting, distributing, and arranging for outgoing mail and courier services.
- Perform other duties as assigned.
Requirements
- Grade 12 or equivalent.
- Minimum 3 to 5 years related work experience.
- Post-secondary education in Business Administration is an asset.
- Certificate/diploma in Office Administration is an asset.
- Real Estate/Property management experience is an asset.
- Fully proficient in Gmail and Microsoft Office (Word, Excel, and PowerPoint).
- Thorough knowledge of administrative practices, office policies and procedures, and accounting procedures.
- Proven organizational and prioritizing skills.
Skills
- Team player with strong interpersonal skills.
- Strong communicator, verbal and written.
- Detail-oriented and focused on accuracy.
- Multitasker, quick learner, and able to work independently in a fast-paced environment.
- Excellent time management and organizational skills.
- Analytical with good problem-solving skills.
- Customer-service focused.
- Able to work under pressure with minimal supervision.
- Able to interact at all organizational levels with tact and diplomacy.
- Self-motivated and able to take initiative.
Location
- Onsite
Work Type
- Full-time
Experience Level
- 3-5 years
Education Level
- Grade 12 or equivalent
- Post-secondary education in Business Administration (asset)
- Certificate/diploma in Office Administration (asset)
Salary/Compensations
- $49,103 to $65,471
Benefits
- Performance-based incentive plan
- Comprehensive pension and benefits plan
- Paid time off including vacation, well-being & volunteer days
- Support for continued growth and development
About the Company
- Cadillac Fairview has been transforming communities for over 50 years.
- We are building leaders at all levels.
- We offer challenging work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for growth and development.
- We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.
- Our everyday actions and critical business decisions are guided by our CF Values: Aim Higher, Own Your Expertise, Collaborate Effectively, Engage with Empathy, and Embrace Change.
- Join a diverse community and award-winning team where talent and commitment to excellence are welcomed, valued, and respected.
Equal Opportunity
- CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.
- If you need reasonable accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email cfcareers@cadillacfairview.com.