Administrative Coordinator, Operations

Role Impact:

To provide administrative coordination to the operations 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 will deliver:  

• Collaborate with department heads on and lead the Purchasing Order (PO) creation for Capital and OpEx projects, process all departmental invoices via CF Exchange, manual entry into Yardi; verify appropriate coding is applied to all invoices and send to the appropriate level of approval.
• Support the Operations Manager in the preparation of RFP documents, while also preparing construction documents, including but not limited to Canadian Construction Document Communication (CCDC) contracts for capital projects
• Liaise with Leasing and tenants to ensure all retailers are registered to CF Gateway, and are utilizing the portal for rental payments, sales reporting and year end reconciliation. Handle rent cheque deposits as needed. 
• Maintain the Client master tracker in CF Management System (CFMS) by updating and monitoring key dates, flagging imminent milestone dates to relevant stakeholder to avoid delays; provide weekly updates to the property team on the status of projects and store buildouts
• Client tours: key point of contact for Leasing and Specialty Leasing when touring new tenants or acquiring requested information
• Collect all applicable documentation prior to tenant possession, not limited to security and construction deposit, insurance, and Workplace Safety & Insurance Board (WSIB)
• Assist the General Manager with tenant coordination: 1) coordinating day to day activities and communications with General Contractors and sub-trades during store buildouts, 2) monitoring store buildouts to ensure the work is completed as per the approved plans and on time, 3) as needed, requests area certification from the base building architect.
• Coordination of deficiency tours and work completion with General Contractors
• Issues cheque requisition for General Contractor construction deposit reimbursement cheque and (where applicable) Tenant Inducement cheque requisition and checklist (Statutory Declaration, WSIB Clearance Certificate, Architect's confirmation, Computer-Aided Design (CAD) drawings, air balancing report)
• Assist the General Manager with coordinating activities with General Contractors, Store and/or Regional Manager and communications for special projects (e.g., power shutdown, domestic water pipe replacement within Tenant space)
• Sales data entry; issue sales report to Head Office via Tableau and, sales ranking report to retail clients
• Collect annual certified sales and insurance from all retail clients.
• 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 to maintain good levels of customer service.
• Prepare all written documentation relating to Tenant communication, such as correspondence to inform them of upcoming activity which may impact their operation, when required.
• Support the General Manager in coordination of storage leasing at property.
• Ensure valid dated insurance coverage is provided by each Tenant.
• Process all departmental mail and courier daily 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.
• Other duties as assigned

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: 

• Grade 12 or equivalent
• Minimum 3 to 5 years related work experience.
• Post-secondary education in Business Administration an asset
• Certificate/diploma in Office Administration an asset
• Real Estate/Property management experience an asset.
• Fully proficient in Gmail, Microsoft Office (Word, Excel, and PowerPoint).
• Thorough knowledge of administrative practices, office policies and procedures and accounting procedures
• Proven organizational and prioritizing 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 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

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