Job Description

Role Impact:

To support a number of management staff in administrative and tenant coordination tasks such as, preparing and distributing documentation and reports, answering telephones, scheduling appointments and meetings; while also prioritizing workload and completing in an accurate and timely basis to ensure management have the materials required to operate their specific areas of the business.

What you will deliver:

• Prepare all written documentation such as, but not limited to, correspondence, reports, statements and agreements on a timely and accurate basis to ensure management have all documentation needed to support their specific projects;
• When coordinating meetings ensure participants have all the information and materials required for an effective and productive meeting; this includes receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials, arranging for audio-visual equipment, flip charts, refreshments etc.;
• Organize and maintain department filing system by ensuring all materials are securely and accurately filed on timely basis so that documents are readily available and easily retrieved when required;
• 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 as to maintain good levels of customer service;
• Relieves receptionist during scheduled breaks, absence and vacation by receiving all incoming calls and visitors to the company/centre in a timely, courteous and professional manner in keeping with CF\xe2\x80\x99s corporate image;
• Process of all incoming and outgoing tenant documentation, including (but not limited to) Possession Letters, Security Deposits and Certificates of Insurance, Client Construction Manual and Storage Agreements
• Collect and process all documentation required in order to process Tenant Inducements and Contractor Deposit payments;
• Coordinate, organize and maintain daily calendar and schedule of events for the centre as it relates to tenant coordination activities by scheduling pre-construction and tenant kick-off meetings; prioritizing responsibilities to ensure operational efficiency within the department;
• Identifies issues that have potential to negatively impact the effectiveness of the department, research and recommend possible solutions to management;
• Assist Management team to ensure timelines are respected with regards to landlord work, tenant possession and commencement dates;
• Other duties as assigned.

What your strengths are:

• A team player with strong interpersonal skills
• Strong communicator, verbal and written; comfortable interacting at all organizational levels
• 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
• Ability 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;
• Certificate/diploma in Office Administration an asset;
• Minimum 3 to 5 years related work experience; exposure to Real Estate/Property management/Construction field an asset;
• Fully proficient in Microsoft Word, Excel and PowerPoint
• Good project planning, research, analytical and problem solving skills
• Ability to initiate change and utilize initiative to resolve potential conflict situations

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. We\'re ready to meet you there - are you?

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.

Cadillac Fairview