Administrative Coordinator, Operations

6 months ago

Vancouver, Canada The Cadillac Fairview Corporation Ltd Full time

**Role impact**:
To coordinate various operations, maintenance, and project activities at a major Shopping Centre and a number of Office Towers located in Downtown Vancouver.

**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
- Coordinator all aspects of storage unit leasing at the properties, including but not limited to: arranging and implementing new agreements, providing possession, tracking expiries, completing renewals, and updating internal tracking tools as required
- Coordinate assignments required under lease agreements to ensure obligations are fulfilled.
- Working directly with the Property Manager and Operations team providing administrative support and coordination efforts on tenant notifications, access requests, and various projects. Respond to tenant inquiries, issues and complaints in a timely manner, as required.
- Coordinate and prepare all tenant meetings with Property Manager and Operations Manager.
- Prepare, collect and maintain all client and operations documentation.
- Support the property team in planning and execution of tenant events, activations and programming.
- Prepare and maintain all documentation for the Operations & Projects department including project and operations folders, business cases, contracts (including insurance, WorkSafe, and pre-qualification documents), confidential correspondence, tenant bulletins, presentations, plans, drawings, etc.
- Ensure that all work on the properties is conducted by ContractorCheck Accredited contractors and that there is a purchase order or contract in place before the work commences.
- Prepare contracts for work as directed by Property Manager, Operations and Project Managers, using the appropriate templates, and ensure that the Contract Database is updated regularly and accurately.
- Coordinate work requiring a work permit (e.g. hot works) to ensure that appropriate approvals are in place, calendar is updated, and contractors are informed as required.
- 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.
- Process Tenant Inducement/Improvement Allowance packages and payment for clients following improvement projects, according to set guidelines.
- Process procurement-related tasks, include purchase order creation and coding, invoice approvals, etc.
- Attend weekly operations meetings and other meetings as required.
- Perform general office duties such as, but not limited to, arranging meetings, meeting setup, taking meeting minutes, handling incoming or outgoing mail or phone calls, making copies, preparing documents, reception relief, etc.
- All other duties as assigned.

**What your strengths are**:

- A teammate with strong interpersonal skills
- Strong communicator, verbal and written
- Focused on accuracy and attentive to details
- A multitasker, quick learner, and can work independently in a fast-paced environment
- Excellent with time management and organizational skills
- Able to work under pressure with mínimal supervision
- Able to interact at all organizational levels with tact and diplomacy

**What you need to succeed**:

- A college diploma in an applicable field
- A minimum of three (3) years related work experience
- Exposure to property operations, facility management, and/or supply chain management considered an asset
- Detailed knowledge of typical office and administrative practices, correspondence and report writing
- Strong organizational and quantitative skills
- Strong computer skills including proficiency with Microsoft Office, Gmail and Google Calendar, etc.

**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, le

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