To support a number of management staff in administrative tasks such as but not limited to; correspondence, preparing and distributing documentation and reports, answering telephones, greeting visitors, filing, scheduling appointments and meetings, making travel arrangements and prioritizing workload and completing on an accurate and timely basis in order to ensure management have the relevant 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, short term and storage leases, statements and agreements on a timely and accurate basis utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects;
Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting;
Process all departmental mail, facsimiles and courier on a daily basis 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 as required in order to ensure the timely and accurate distribution of departmental correspondence;
Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary;
Monitor and maintain departmental office supplies, reviewing supply requests and ordering items in need of replenishing to ensure that departmental staff have the tools and equipment to perform their duties;
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;
Receptionist duties include receiving all incoming calls and handle all party and group bookings and visitors to the Company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF's corporate image;
Assist with the administration of time and attendance for the property and checking reports for accuracy.
Coordinate all information technology (IT) initiatives that impact the office, including procurement, installation and issue resolution;
Recommend and implement enhancements to current procedures that will improve operational effectiveness;
Coordinate and manage the Storage rental program, preparing short term leases, following up on lease take over and returns and renewals;
Coordinate the Specialty Leasing program ensuring all documentation is accurate and complete, client set-up and removal, and as a general resource for the Specialty Leasing Manager and GM.
Coordinate and manage all Certificates of Insurance for clients, ensuring all COI’s are current and up to date;
Maintain and update the client database, ensuring all client data is accurate;
Other duties as assigned.
What your strengths are:
A team player with strong interpersonal skills
Strong communicator, verbal and written with excellent tact and diplomacy
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
You take pride in your work and are customer-service focused
Able to work under pressure with minimal supervision
Comfortable interacting at all organizational levels
Strong research and analytical skills
What you need to succeed:
Grade 12 or equivalent;
Certificate/diploma in Office Administration an asset;
Minimum 3 to 5 years related work experience;
Real Estate/Property management experience an asset;
Computer literacy and fully proficient in Microsoft Word, Excel and PowerPoint, Gmail and G-Suite Software
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 accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email firstname.lastname@example.org.