Job Description

Role impact:

As the Office Administrator, you are the heartbeat of the CF Market Mall property team and the operational backbone of our office. You'll provide the essential administrative partnership needed to support our clients and internal operations. This high-impact role focuses on the property's behind-the-scenes success. It involves coordinating daily business operations, providing administrative support, managing data and files, handling vendor relations, procurement and invoicing, while maintaining the data integrity of our reporting and financial spreadsheets. Ultimately, you are the key contributor who ensures our office remains organized, efficient, and ready to deliver exceptional service to our clients and stakeholders.

What you will deliver:

• As the primary point of contact for the office, oversee the Reception duties, including managing all incoming phone and email inquiries and correspondence, coordinating courier logistics and facilitating meeting space bookings;
• Provide high-level administrative support to the office and management team, overseeing the daily operations of the office, managing correspondence, and administrative projects. Provide back-up to biweekly payroll;
• 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;
• Facilitate the execution and lifecycle tracking of various legal agreements and amendments, ensuring all contracts are valid; ensure all documentation is processed accurately and stored securely;
• Gather and track and audit monthly sales data; identify anomalies and generate sales report packages for key stakeholders;
• Maintain and regularly update various spreadsheets and tracking systems to ensure data integrity; analyze data to provide insights and consistent reporting on key metrics;
• Assist in the annual budget process, including quarterly forecasting;
• Own the accounts payable and procurement processes including new vendor set ups, invoicing, creation of purchase orders, rent deposits and employee expense reports;
• Ensure a seamless office environment by managing office and kitchen cleanliness, office supply inventory while overseeing office equipment leases and vendor service agreements;
• Other tasks as required.

What your strengths are:

• Strong organizational and administrative skills: You are naturally organized and can handle a busy workload.
• Can-do attitude: You bring a positive attitude to the office and are always willing to jump in and help the team.
• Strong communicator: You are a friendly, professional communicator is comfortable talking to anyone, whether you are greeting a visitor, writing a clear email or talking with senior leaders. You know how to get your point across effectively while keeping a positive and professional tone.
• Adaptable multi-tasker: You’re comfortable shifting gears quickly and can stay on top of several tasks at once.
• A strong problem solver with good analytical skills: You don’t just see a hurdle, you figure out how to get over it. You have a sharp eye for detail and the logic to fix issues as they pop up.
• Self-starter: You’re reliable and can get your work done with minimal supervision. You “own” your role.

What you need to succeed:

• Certification in business management or office administration preferred, or a combination of education and relevant work experience.
• 5 years related work experience in an office environment.
• You have a solid background in professional office environments. You know the rhythm of a busy office and how to keep things moving forward. Exposure to the Real Estate/Property Management field is an asset.
• Strong knowledge and experience of office policies and procedures, basic accounting.
• Digital literacy and proficiency in MS Office Suite: PowerPoint, Excel and Word and the learning agility to adapt to new or custom systems. Experience working with Yardi an asset.

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 cfcareers@cadillacfairview.com.

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