Administrative Assistant Ii, Operations

1 month ago

Markham, Canada The Cadillac Fairview Corporation Ltd Full time

**Role impact**:
To support a number of management staff in administrative tasks such as but not limited to, file system management, typing correspondence, preparing and distributing documentation and reports, answering telephones, scheduling appointments and meetings, and prioritizing workload and completing on an accurate and timely basis in order to ensure management have the relevant materials required to operate their specific areas of the business.

**What you will deliver**:

- 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;
- 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;
- Process all departmental mail, facsimiles and courier on a daily basis by receiving, opening, sorting and distributing incoming mail and facsimiles; ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same-day or overnight courier as required in order to ensure the timely and accurate distribution of departmental correspondence;
- 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;
- Monitor and maintain departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties;
- 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;
- Receptionist duties include receiving all incoming calls and handle all party and group bookings and visitors to the company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF's corporate image;
- Assist with coordination of Specialty Leasing deals with Head Office and prospective clients.
- Assist Operations in preparation, processing and documentation of all project requirements for new retail construction and renovation projects.
- Assist Operations Manager in tracking key milestone, deadlines, scheduling meetings, taking minutes, communicating with key stakeholders, preparing correspondence, data collection and compiling information.
- Assist the Operations Team in completion of all pre-qualification information for new contractors on site as required.
- Coordinate Client Design team, Operations Team for deficiency walk through, document results, forward to Client contractor and inform Operations & Client Design of completion or need for further follow up.
- Coordinate Client related meetings as per deadlines outlined in each Client project binder.
- Prepare, send and follow up all written correspondence for Client Construction activities.
- All other duties as assigned.

**What your strengths are**:

- A standout colleague with strong interpersonal skills
- Strong communicator, verbal and written with excellent tact and diplomacy
- 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 mínimal direction
- Comfortable interacting at all organizational levels

**What you need to succeed**:

- Grade 12 or equivalent;
- Certificate/diploma in Office Administration an asset;
- Minimum 3 to 5 years related work experience;
- Real Estate/Property management experience an asset;
- Fully proficient in Microsoft Word, Excel and PowerPoint;
- Proven organizational and prioritizing skills;
- Strong research and analytical skills.

**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 dev

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