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Administrative Coordinator, Accounting

Department Management Date Posted 10/12/2017

Position Type Full Time Reference No. 2017-6436

Job Grade D LocationWestern Port Office Vanc, Vancouver, BC, CAN

Build your future with Cadillac Fairview!

At Cadillac Fairview, 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.  Cadillac Fairview is where you can make a difference, and where it all comes together. 


Role Summary:

This role is primarily responsible to provide administrative support to the Controller and the Portfolio Accounting Department. You will be required to provide extensive financial analysis and reporting to support the responsibilities of the Controller. You will also be responsible for ensuring that accounts payables and expense reports are properly reviewed, approved and supported before processing payment.


You will:

  • Performs key certification steps in ensuring all Portfolio invoices are authorized according to Delegated Authorities prior to payment;
  • Analyze property results and prepare portions of the portfolio monthly report (PTR) such as expense analysis and basic rent variance analysis;
  • Prepare monthly sales reports for the Portfolio, compiling analysis from properties and running reports to synthesize this information into a consolidated report;
  • Research and consolidate internal and external risk metrics (economic, financial, key statistic and other data) for consolidating into a quarterly risk register report;
  • Assist in the preparation of Senior Management, Audit Committee and Board presentations and reports on Enterprise Risk Management which includes PowerPoint presentations and a significant amount of charts, graphs and other visual material;
  • Prepare the request for the property cash movement, get the request duly signed and send to Treasury for processing; prepare the required journal entries related to cash; perform the reconciliation at the end of the month to ensure proper recording at portfolio and property level;
  • Ensure accounts payable and expense reporting process is in full compliance with Certification Process Documentation and the Delegated Authorities Policy. Any irregularities are to be reviewed with the Manager on a timely basis;
  • 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 preparations;
  • Complete cheque writing process according to deadlines which includes generating and posting cheques; ensuring cheques are signed according to signing authority list; and distributing cheques and back up to properties in a timely manner; process stop payments as required; ensure bank accounts have enough cash before releasing cheques back to the property for distribution to suppliers
  • Provide support to Accounts Payable clerk at property level; Provide support and training to new (and existing) portfolio staff on AP policies and procedures as required.
  • Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis to ensure compliance with CF Records Classification and Retention Policy, certification and audit requirements so that documents are readily available and easily retrieved when necessary and address any audit queries;
  • Ensure invoices and employee expenses are properly reviewed, approved and supported before payments processed and documentation filed. Provide backup to business units as required;
  • Review all vendor requests to ensure the vendor codes are valid and create a new vendor request if needed.
  • Process Request for Funds from Energy Advantage weekly for Portfolio and ensure all appropriate invoices are signed off;
  • Generate a variety of weekly, monthly, quarterly and annual reports by gathering and reviewing appropriate data and compiling a summary of information for distribution to appropriate parties to be used in the analysis of CF’s overall financial position;
  • Provide administrative support to the Portfolio Controller including booking travel and expense reports among other administrative duties to support the Accounting Department;
  • Arrange all meetings for the Portfolio Accounting group in Vancouver; maintain the accounting calendar, create agendas, manage collation and printing of materials;
  • Assist in the preparation of the annual budget;
  • Provide backup to Portfolio staff during vacation coverage;
  • Other duties as assigned. 


You have:     

  • Grade 12 or equivalent
  • Certificate / Diploma in Office Administration, Business or Accounting an asset
  • Minimum of 5 year experience in a similar accounting position with exposure to administrative duties
  • Real Estate / Property Management experience an asset
  • Computer literate with strong knowledge of Microsoft Office – Excel, Word and PowerPoint; G-mail and CTI experience an asset
  • Excellent communication skills; written and  verbal
  • Team player attitude
  • Strong organizational and administrative skills
  • Detailed oriented and focused on accuracy
  • Ability to work under pressure and handle stress
  • Ability to interact at all organizational levels
  • Ability to work with minimum supervision


Are you up for the challenge?  At CF, we believe our people are core to our success.  Join our award-winning team, where your talent and commitment to excellence are welcomed, valued and respected!


Accommodation for applicants with disabilities during the recruitment, assessment, and/or selection process is available.

Additional Qualifications


  • Community College, Office Administration & Related
  • High School, General & Other Programs is required


  • Achieves Results
    • Meets Deadlines and Commitments
    • Organizational Skills
  • Collaborates with Others, Works Effectively with Others
  • Communicates Effectively, Clear and Concise (oral and written communication)
  • Demonstrates Functional Expertise, Microsoft Office Applications
If you are looking for an exciting opportunity and to build a career in an innovative and dynamic organization, submit your resume by clicking on Apply Now below. We thank all applicants for their interest. However, only candidates selected for an interview will be contacted. The Cadillac Fairview Corporation Limited is an equal opportunity employer.