Office Administration Coordinator

CROWN PROPERTY MANAGEMENT • Toronto, ON

2d • CA$65,000 - CA$75,000

About The Position

The Office Administration Coordinator plays a central role in supporting a professional, efficient, and well-organized head office environment at Crown. This position is responsible for day-to-day office coordination and administrative support, while also assisting the Leasing team and other departments with documentation, scheduling, reporting, vendor coordination, events, and special projects as business priorities evolve.

Acting as a practical point of coordination for internal teams and external stakeholders - including employees, executives, tenants, brokers, vendors, service providers, partners, and visitors - the incumbent helps create a seamless workplace experience and reliable operational flow. The ideal candidate brings strong administrative judgment, polished communication skills, discretion, and the ability to manage multiple priorities with accuracy in a fast-paced corporate environment.

The responsibilities listed below describe the general nature and level of work expected and are not exhaustive. Duties may be adjusted, added, or reassigned from time to time to reflect departmental needs, workload, operational priorities, employee capability, and Crown's evolving business requirements. The Office Administration Coordinator is expected to provide flexible administrative, coordination, documentation, and office support across departments where reasonably required.

Requirements

• Minimum of two years of administrative, office coordination, or corporate support experience preferred; experience in commercial real estate, property management, leasing, professional services, or a corporate office environment is an asset.
• Strong written and verbal communication skills, with a polished and professional approach to internal and external stakeholders.
• Highly organized, detail-oriented, and able to manage competing priorities, interruptions, and deadlines without losing accuracy.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams; comfort learning new systems, collaboration tools, document platforms, and deal tracking software.
• Comfort using AI-enabled tools such as ChatGPT or Copilot responsibly and in accordance with company policies.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, solve problems, and work independently and collaboratively.
• Flexibility during company events, peak operational periods, special projects, or shifting business priorities.
• Professional presence and stakeholder-service orientation
• Adaptability, resourcefulness, and willingness to support different departments
• Strong initiative, ownership, and follow-through
• Sound judgment, discretion, and integrity
• Problem-solving and practical decision-making capability
• Excellent time management, prioritization, and multitasking skills
• Accuracy, attention to detail, and strong organizational discipline
• Collaborative team-player with a positive and professional attitude
• Curiosity and openness to learning new systems, processes, and areas of the business

Nice To Haves

• College or university degree or diploma in a related field, or equivalent experience, preferred.
• Familiarity with leasing, real estate databases, CRM/deal tracking platforms, LoopNet, MLS systems, document management platforms, or financial reporting templates considered an asset.
• Basic understanding of expense, invoice, revenue, budgeting, or financial reporting procedures considered an asset.

Responsibilities

• Oversee day-to-day head office coordination, ensuring the workplace is well-organized, stocked, welcoming, and running smoothly, including groceries.
• Coordinate meeting logistics, boardroom bookings, catering, internal town halls, employee training sessions, team offsites, and hospitality requirements.
• Regularly review meeting rooms, storage areas, printer areas, kitchens, and shared spaces to ensure they are clean, functional, equipped, and appropriately supplied.
• Manage office supplies, workplace amenities, appliances, coffee, water, printers, and related service requirements, including vendor coordination and ordering processes.
• Coordinate incoming and outgoing couriers, distribute mail, deliveries, related invoices, and administrative follow-up.
• Arrange travel and process expense reports for partners or team members as required.
• Update the corporate intranet and assist with internal communications relating to key head office initiatives.
• Main point of contact for office-related inquiries.
• Provide general administrative and coordination support to Crown teams as required, including document preparation, formatting, data entry, workflow tracking, meeting coordination, research, and follow-up.
• Support Leasing and related internal stakeholders with administrative coordination, correspondence, standard documentation, file organization, information requests, and team processes.
• Assist with preparing and circulating template-based documents and correspondence, including lease-related materials, notices, waivers, commission agreements, and other standard forms under the direction of the appropriate team member.
• Maintain shared directories, deal management platforms, reporting tools, and other internal systems so information remains accurate, organized, and accessible.
• Balance competing priorities, communicate capacity constraints early, and work collaboratively with managers to determine deadlines, sequencing, and required support.
• Maintain transaction information and deal updates in Crown’s internal deal tracking system or other platforms, including key dates, next steps, and summary information where appropriate.
• Coordinate trade record production for lease transactions in accordance with applicable Real Estate Council of Ontario requirements.
• Circulate finalized lease documents to tenants and internal stakeholders and file lease-related documents in online shared directories or deal management software.
• Coordinate with Accounting and internal stakeholders regarding leasing fee invoices, broker fees, space planners, legal invoices, and other leasing-related invoices as required.
• Support standard reporting packages for Crown and third-party clients, including quarterly, fund, budget, market, broker, competitive set, and operational reporting materials.
• Assist with NER calculations, financial or operational templates, budgeting support, and reporting processes under the direction of the relevant team member.
• Liaise with space measurement firms, architects, and internal stakeholders to obtain certified floor plans, drawings, photography, site plans, and related property information.
• Support planning and execution of corporate, industry, charitable, investor, client, broker, and team events, including venue coordination, attendance tracking, supplies, prizes, communications, set-up, and follow-up.
• Coordinate Crown’s participation in real estate community and charitable events, including registrations, logistics, materials, and attendee coordination.
• Administer corporate memberships and renewals, including industry associations and professional organizations such as ULI, CREW, NAIOP, REALPAC, and similar groups.
• Assist with broker engagement initiatives, marketing coordination, promotional materials, and other relationship-focused activities as requested.
• Coordinate with external service providers and vendors to support timely delivery of office, facility, workplace, and administrative services.
• Track and process invoices related to office management, vendors, facilities, memberships, events, and administrative operations.
• Support contract renewals, service agreements, vendor communications, and related follow-up in collaboration with internal stakeholders.
• Identify practical opportunities to improve workflows, service quality, data accuracy, cost control, and responsiveness across the office.
• Provide occasional administrative support to members of the senior leadership team or other departments based on business needs.
• Assist with calendar coordination, meeting scheduling, travel arrangements, expense reporting, meeting materials, presentations, correspondence, and related administrative follow-up as requested.
• Handle confidential information with discretion and professionalism, ensuring timely follow-through with internal and external stakeholders.
• Perform other related duties and special projects as assigned, provided they are consistent with the administrative, coordination, documentation, and office support purpose of the role.

Benefits

• Base salary: $65,000 - $75,000 per year, based on experience and qualifications
• Eligibility for discretionary annual performance bonus linked to individual, team, and company goals
• Comprehensive health benefits
• Pension matching program to support your long-term financial security
• Professional development and membership dues coverage

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree