Administrative Coordinator, Operations

**This position is located in St-Bruno, Quebec**

**THE CHALLENGE**

To provide administrative coordination to the CF Promenades St Bruno Retail team. You will work alongside the General Manager and the Operations Manager to provide first class client service, and will liaise with tenants, contractors and other key property stakeholders.

**WHAT YOU’LL DO**
- Prepare and maintain all documentation and databases for the Operations & Security department 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 propert, 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 (i.e 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 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 ContractorCheck accredited contractors and that there is a purchase order or contract in place before the work commences.
- Maintain security and compliance documentation, tracking and deficiency reporting.
- 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.
- 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 as required.
- Meets with property management team, tenants, vendors, contractors and senior management to review and resolve operational challenges and implement new initiatives.
- Attend operations, (record and issue minutes), and attend other meetings as required.
- Schedule and monitor tenant actvities with respect to site construction.
- Perform other duties as required.

**WHO YOU 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 mínimal 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.
- Knowledge of and experience administering RFP processes
- Thorough knowledge of: administrative practices, office policies and procedures and accounting procedures
- High computer literacy with good working knowledge of Gmail, CTI, Word, Excel, PowerPoint, with a strong emphasis on Excel and PowerPoint

**BUILD YOUR FUTURE WITH CADILLAC FAIRVIEW**

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

**WHY WORK AT CF?**

At Cadillac Fairview, we believe that people are core to our success. You’ll join a diverse community and award-winning team, where your talent and commitment to excellence are welcomed, valued and respected. Are you up for the challenge?

**_Why you should join us:_**

At Cadillac Fairview we have been transforming communities for over 50 years.