Administrative Coordinator, Property Management

Role Impact:

The Administrative Coordinator plays a key role in supporting the daily operations of the office properties by providing administrative and coordination support to the Property Management team.  Working closely with the Property Manager, Tenant Relations Manager, Operations Manager and other leaders, this role helps maintain smooth workflows by coordinating with tenants, contractors, and other key property stakeholders, managing property related documentation and supporting managers in delivering on operational priorities. A key focus of the Administrative Coordinator role is the consistent delivery of a high standard of service to our clients, and reinforcement of a professional and responsive image to clients and partners. The Administrative Coordinator helps the property team achieve operational excellence and maintain well-managed, compliant properties. 

What You Will Deliver:

• 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.
• 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.
• 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).
• Coordinate, organize, and maintain daily calendar and schedule of events by scheduling appointments and prioritizing responsibilities to ensure operational efficiency.
• Respond to inquiries from suppliers, contractors, other departments and properties and gather/disseminate information to the various parties as directed.
• Prepare contracts for work as directed by Property Management and Operations and ensure that the contract database is updated regularly and accurately.
• Run and analyze a variety of reports as requested. 
• 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.
• Coordinate the department invoice process including tracking, coding, and approvals as per delegated authorities.
• 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.
• Process procurement-related tasks in a timely manner, include purchase order creation and coding, invoice approvals, etc.
• Provide back up admin support to the Admin. Assistant for breaks, vacation, absences, and provide reception relief  as required. 
• 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.
• Attend tenant, operations, security and other meetings as required, recording and issuing minutes.
• 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. 
• Perform other duties as required.

What Your Strengths Are:

• A team player with strong interpersonal skills
• Strong communicator, verbal and written
• Detail-oriented and focused on accuracy
• A multitasker, quick learner, and can work independently in a fast-paced environment
• Excellent with 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

What You Need To Succeed:

• College diploma and/or University degree
• RPA or BOMA program or interest and willingness to complete
• Minimum of 3 years relevant and progressive experience in a Real Estate or Property Management operations administrative role an asset.
• Knowledge of and experience administering RFP processes an asset.
• Thorough knowledge of: administrative practices, office policies and procedures and accounting procedures.
• High computer literacy with good working knowledge of Gmail, Word, Excel, PowerPoint, with a strong emphasis on Excel and PowerPoint.

Starting base salary for this job level may range from $48,140 to $64,187. The actual base salary offered will consider several factors including, but not limited to the role, experiences, skills & qualifications, location, market and internal considerations; with this context, CF reserves the right to pay above this range.

Cadillac Fairview offers a competitive total rewards package in addition to base pay which includes a performance – based incentive plan, a comprehensive pension and benefits plan, paid time off including vacation, wellbeing & volunteer days and support for continued growth and development.

Why You Should Join Us:

At Cadillac Fairview we have been transforming communities for over 50 years.  We are so much more than our properties.  We are building leaders at all levels.  We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development.  We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.  Imagine a place where you can make a difference!

At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.

Are you someone who believes in our 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 to get the right results
• Engage with Empathy – we objectively consider the needs of others
• Embrace Change – we drive, learn from, and adapt to change

At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.  

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.