Executive Coordinator

**Cedar and Stone Realty LTD.**

Cedar and Stone Realty is a property holding and management firm located in Thunder Bay. Our firm has an internal focus on providing a quality experience for our residential guests and tenants, as well as our commercial tenants and partners.

**Executive Coordinator - Property Manager**

The Executive Coordinator - Property Manager will support day-to-day operations of all associated property holdings. The average week will include meeting with senior leadership to discuss priorities and receive delegated tasks, completing various assigned tasks, standard administrative work associated with all areas of business operation (i.e. payroll, accounting, marketing, human resources, etc.), and projects assigned and prioritized by senior leadership. The role supports turning ideas and discussions into action, completing important administrative work and coordinating and supporting the team with organization and structure.

The position is responsible for supporting our administration and our team, rather than managing. As a growing, innovative property firm, we are in the “business” of providing an exceptional experience to guests and tenants, and are looking to continue to grow as a locally owned business in Thunder Bay, and continue to offer more to our community.

**Key qualifications**
- Organization and follow-through of all tasks and projects to completion
- Attention to detail
- Exceptional communication, verbal and written
- Ability to coordinate and oversee a variety of projects, prioritize and manage time
- Resourcefulness and problem solver
- Driven and focused on our business goals and company success
- Familiar and comfortable with using technology

**Full understanding and support of all aspects of business administration**
- Accounting and Legal
- Work with accounting team for management of monthly and yearly financial accounting (statements, submissions)
- Work with Quickbooks (minor bookkeeping)
- Work with accounting team in all aspects of management accounting (accounts payable, disbursements, processing relevant payments, maintaining budget and cost reduction strategies, accounts receivable)
- Vendor agreements, contracts, etc.
- Administration
- Follow and uphold all policies and procedures
- Development of policies and procedures as required
- Reviewing metrics and performance
- Management of G-Drive files and organization
- Human Resources
- Work to support ongoing human resources management at all sites
- Support in hiring and recruitment, development and training, performance management and reviews, scheduling,
- Achieving optimal performance, balance, and satisfaction from staff and providers
- HR compliance
- Payroll processing and benefits administration
- Marketing and Communication
- Participate in all marketing and promotional activities, including site level, between sites, with site partners, external partners and the community
- Minor website updates
- Communicate clearly and effectively with the clinic team, all providers, and senior management
- Prompt and professional style of communication
- Promote and maintain messaging consistent with Oak’s brand
- Implement all aspects of promotion at a site level (i.e. staff understanding, site optics, print promotion, pitch and patient education, internal referrals between providers, etc.)
- Technology and Infrastructure
- Support optimal function of all technology integral to the site operations (phones, scanners, copiers, fax, EMR systems, computers, etc.)
- Coordination of technology (i.e. inventory)

**Property Management Responsibilities**
- Oversee, maintain, and inspect all designated buildings and properties
- Coordinate ongoing maintenance and inspections to comply with all relevant laws, codes, and company policies
- Support tenant recruitment through interviews and background checks
- Manage on-site staff, and vendor and contractor relationships
- Address tenant complaints, violations, and problems
- Prepare and maintain all records, correspondence, and files
- Establish and maintain relationships with tenants
- Site cleaning of common areas
- Internal service support to tenants for general repairs and maintenance

**Cedar and Stone Holdings**

Our firm holds and supports a mix of residential and commercial properties.
- Residential holdings range from short-term AirBnB rentals to long-term tenants.
- Commercial holdings range in scale from individual building to multilevel + tenant

**Affiliations: Oak Medical Arts x Cedar and Stone**

Cedar and Stone provides support to locally owned and operated health centre Oak Medical Arts which has x6 locations across Thunder Bay. As an organization providing health services to patients, Cedar and Stone provides infrastructure support to Oak Medical Arts.

**Affiliations: Carte Blanche Cafe x Cedar and Stone**

Cedar and Stone provides support to locally owned and operated food industry business Carte Blanche Cafe. As an organization providing food