Administrative Coordinator

Cadillac Fairview•Toronto, ON

48d•CA$49,103 - CA$65,471•Onsite

About The Position

The Administrative Coordinator will support the Senior Manager, Operations, the Managers, Operations as well as their respective teams in administrative tasks including but not limited to, preparing and distributing documentation and reports, assisting in formulation and management of TDC Contracts, scheduling appointments and meetings, coding and processing invoices and expenses, and prioritizing workload to ensure operational efficiency.

Requirements

Grade 12 or equivalent
Minimum 3 to 5 years’ related experience
Competency with a variety of computer applications and systems e.g., Microsoft Visio, Project, Power Point, Access, Excel, and Google applications

Nice To Haves

Post-secondary education in Business Administration and Facilities Management preferred.
Knowledge of applicable health, safety, and environmental legislation is an asset
Knowledge of RFP/RFQ process is an asset

Responsibilities

Assist in developing monthly department scorecards by gathering financial reports from accounting, tracking milestones and flagging issues; to be presented at Operations management team monthly.
Support Senior Manager, and Operations Managers in the preparation of capital and operating budgets by formatting documents, gathering information from various sources, and providing all relevant forecasting information to the Accounting department.
Process Facilities and Operations invoices.
Track monthly/yearly budget expenses (plan vs. actual and variance reports) by vendor and cost centre.
Identify accruals, prepare monthly flashes, audit, and review all invoices, process interdepartmental cross charges.
Process and calculate tenant services and other charge backs related to Operations.
Support Managers with contract negotiation and award process, using RFP/RFQ processes through CF Exchange.
Maintain the Service Contract list for the property including updating key information, informing Contract Owners of upcoming key dates.
Ownership and main point of contact for property “Other” work orders, coordinating with vendors until completion, while meeting corporate SR KPI objectives.
Department expert of CF Exchange and related processes.
Pro-actively support Operation initiatives and enhancement projects.
Perform all other duties related to property services and maintenance at Cadillac Fairview.
Support Operations Management team in general administrative duties including but not limited to arranging meetings, calendar management, filing, catering and expense.
Other duties as assigned.