Facility Services Administrator

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Date Posted: 12/13/2021

Location: Toronto - 20 Queen Office, ON, CAN

Reference No.: 2021-9172

Department: Operations Services

Position Type: Full Time

Job Grade: C

Role impact:

Responsible for coordinating the day-to-day activities in Facility Services, Purchasing, Invoicing and Mail Services for 20 Queen floors occupied by Cadillac Fairview.  Assist in purchasing of supplies for the other properties as required.


What you will deliver:

  • Coordinate the daily operation of all facilities activities with an emphasis on customer satisfaction.  Performs ad-hoc functions as assigned by Supervisor, Office Services.
  • Respond to employees related requests, identify problems, recommend any improvements to facilities, systems and procedures, which will maintain or enhance services.
  • Organize services with maintenance staff and third party as assigned to ensure areas of concerns are addressed promptly and thoroughly.
  • Ensure a high level of service to all departments, and responding appropriately to emergencies or urgent issues as they arise.
  • Ensure that all supplies stock levels are maintained and charged back to the appropriate departments.  Ensure that appliances and coffee machines are maintained on a regular basis.
  • Maintain working relationships with vendors for acquisitions and services, procurement and contractual obligations.
  • Organize, maintain and track all purchasing agreements and related documents.
  • Coding invoices as per annual budget, and following up on all A/P queries initiated by requisitions form all suppliers, properties and head office.  Review and allocates invoices to the various departments;
  • Responsible for the receiving, sorting, routing, controlling and distributing of mail services and courier.
  • Prepares annual mail services budget by forecasting equipment purchase and repair, labor costs and projected postage required; monitors projects and operations in regard to progress and cost.
  • Seeks ways to reduce mailroom costs; implements cost savings programs and procedures to increase efficiency.
  • Provides support with the restocking of kitchens and lounge areas, and office supplies.
  • Occasional reception coverage may be required.


 What your strengths are:

  • Strong knowledge of facilities services and purchasing environment
  • Knowledge of budgetary procedures and cost analysis
  • Knowledge of computer operations as it relates to mail services
  • Good communication, interpersonal, and organizational skills are required
  • Ability to multi-task, and attention to detail and accuracy
  • Ability to work with minimal supervision and as a member of a team                        


What you need to succeed:      

  • College Graduate
  • Minimum 3 years experience in a facilities services and purchasing and invoicing.
  • Fundamental understanding of accounting principals
  • Fundamental understanding of Contract Administration
  • Proficient computer skills including experience Word, Excel, and PowerPoint

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.


CF currently has a vaccination policy that is a condition of employment.