Administrative Coordinator, Operations Services

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Date Posted: 7/21/2022

Location: Toronto - 20 Queen Office, ON, CAN

Reference No.: 2022-9451

Department: Operations Services

Position Type: Full Time

Job Grade: D

Role impact:

This role is responsible for assisting with administrative support to Operation Services’ leadership team members, the role will support and coordinate ongoing Operation Services’ programs by collaborating with key internal stakeholders to ensure all business requirements are met including:  roll out of new national programs, Key Performance Indicators (KPI) reporting, financial analysis, vendor performance and payment activities, coordination of related property activities, etc.


What you will deliver:

  • Administer key professional services contracts (PO management, invoicing etc.)
  • Assist/support of Operational initiatives
  • Liaise with property offices, and other departments within Cadillac Fairview to:
    • Compile, analyze and report data for KPI reviews
    • Respond to property or portfolio concerns, coordinate incoming requests and responses, seek resolutions, and implement solutions related to key National Programs
  • Administer National Operations invoices to: 
    • Review for accuracy
    • Monitor for trends and identify risk and opportunities
  • Support administrative tasks on behalf of senior management including deck presentation preparations, tabulating spreadsheets and tables for senior level presentations
  • Respond to vendor ad-hoc requests/questions and provide timely resolution to invoicing and receiving discrepancies
  • Maintain accurate vendor records including updated contact information, payment information
  • Support the preparation of the National Budget Guidelines and expense recoveries for National Programs
  • Manage access for department tools and provide training, as required (Business Case Tool, etc.)
  • Provide program support and coordination for properties such as on-line vendor training and information seminars
  • Provide administrative support for the department including, but not limited to:
    • Organize routine department meetings
    • Maintain Project Delivery Schedule for department
    • Manage the department filing system
    • Process invoices, prepare expense reports and track project variances
    • Coordinate the preparation of reports to the board, etc.


What your strengths are:

  • Knowledge of the industry and related technology
  • High attention to detail
  • Strong organizational skills required
  • Ability to collaborate, consult and build strong internal relationships within a national organization
  • Strong financial and business acumen
  • High computer literacy with strong working knowledge of Gmail, Word, Excel, PowerPoint and Visio


What you need to succeed:     

  • Post-secondary education in Business administration, or relevant field
  • Professional accreditation/certification: CPM or RPA an asset
  • Minimum 5 years in an operations role with 3rd party management experience

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


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