Administrative Assistant II (CF Shops at Don Mills)

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Date Posted: 6/29/2022

Location: CF Shops at Don Mills, Toronto, ON, CAN

Reference No.: 2022-9639

Department: Property Operations

Position Type: Full Time

Job Grade: C

Role Impact:

To support the management staff in administrative tasks such as, preparing and distributing documentation and reports, AP tracking, construction communication with retailers and vendors, Leasing Support, Sales and Traffic tracking; 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:

Administrative

  • 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.
  • Process all department mail and couriers daily by receiving, opening, sorting and distributing them accordingly; ensuring all outgoing mail is properly addressed, stamped and ready to be couriered by arranging for same-day or overnight courier as required to ensure the timely and accurate distribution of department correspondence;
  • 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;
  • Receiving select incoming calls as well as handling all party, group bookings and visitors to the property in a timely, friendly and professional manner
  • Respond to inquiries from suppliers and company staff on a timely basis and provide customers with accurate information and promptly resolve issues
  • Maintain the departmental purchase order system by reviewing departmental purchases, coding appropriately and issuing purchase order number to ensure accurate General Ledger account coding and appropriate company purchasing.
  • Ensure accurate and timely processing (manual and electronic) and filing of accounts payable documents by reviewing material for appropriate coding, approvals and inputting to the system in order to provide departments with current and accurate expense information for the purposes of variance reporting and budget preparation.
  • Process miscellaneous invoices from both Office and Retail
  • Prepare and completes bank deposits and government cheque payments
  • Prepare written documentation such as, but not limited to, correspondence, reports, statements, agreements and document project communications on a timely and accurate basis by transcribing from dictated or written notes and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects;
  • 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;
  • 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;
  • Recommend and implement enhancements to current procedures that will improve operational effectiveness;
  • Track key dates and deadlines for various agreements, drawings and projects, maintaining records and updating spreadsheets.
  • Populate traffic spreadsheets on a weekly basis ensuring accuracy and identifying trends
  • Monitor and maintain departmental office equipment and supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties.
  • Maintain mailbox listings and petty cash process
  • Recommend and implement enhancements to current procedures that will improve operational effectiveness

 

Client Management

  • Collect sales as needed and follow up with clients to ensure monthly sales reports are accurate and generated in a timely manner.
  • Maintain the storage units leasing; following up with clients when renewals are due, creating storage leases and organizing storage audits
  • Maintain tenant information by following protocols and using CF systems to update lease information
  • Follow-up with tenants on missing sales information and minor tenant infractions 
  • Other duties as assigned.

 

What your strengths are:

  • A standout colleague 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
  • Customer-service focused
  • Able to work under pressure with minimal direction
  • Comfortable interacting at all organizational levels

 

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;
  • Fully proficient in Microsoft Word, Excel and PowerPoint;
  • Proven organizational and prioritizing skills;
  • Strong research and analytical skills.

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.