Administrative Assistant Ii, Operations - Sherway Garden, Canada - The Cadillac Fairview Corporation Limited

The Cadillac Fairview Corporation Limited

Verified Company

Sherway Garden, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

_Role Impact:
_

To support a number of management staff in administrative and tenant coordination tasks such as, preparing and distributing documentation and reports, answering telephones, scheduling appointments and meetings; 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:
_

Prepare all written documentation such as, but not limited to, correspondence, reports, statements and agreements on a timely and accurate basis to ensure management have all documentation needed to support their specific projects;
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 audiovisual equipment, flip charts, refreshments etc.;
Organize and maintain department filing system by ensuring all materials are securely and accurately filed on timely basis so that documents are readily available and easily retrieved when required;
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;
Relieves receptionist during scheduled breaks, absence and vacation by receiving all incoming calls and visitors to the company/centre in a timely, courteous and professional manner in keeping with CF's corporate image;
Process of all incoming and outgoing tenant documentation, including (but not limited to) Possession Letters, Security Deposits and Certificates of Insurance, Client Construction Manual and Storage Agreements
Collect and process all documentation required in order to process Tenant Inducements and Contractor Deposit payments;
Coordinate, organize and maintain daily calendar and schedule of events for the centre as it relates to tenant coordination activities by scheduling preconstruction and tenant kickoff meetings; prioritizing responsibilities to ensure operational efficiency within the department;
Identifies issues that have potential to negatively impact the effectiveness of the department, research and recommend possible solutions to management;
Assist Management team to ensure timelines are respected with regards to landlord work, tenant possession and commencement dates;
Other duties as assigned.

_What your strengths are:

_:

A team player with strong interpersonal skills
Strong communicator, verbal and written; comfortable interacting at all organizational levels
Detailoriented and focused on accuracy
A multitasker, quick learner, and can work independently in a fastpaced environment
Excellent with time management and organizational skills
Analytical with good problem solving skills
Customerservice focused
Able to work under pressure with mínimal supervision
Ability to interact at all organizational levels with tact and diplomacy
Selfmotivated and able to take initiative

_What you need to succeed:

_:

Grade 12 or equivalent;
Certificate/diploma in Office Administration an asset;
Minimum 3 to 5 years related work experience; exposure to Real Estate/Property management/Construction field an asset;
Fully proficient in Microsoft Word, Excel and PowerPoint
Good project planning, research, analytical and problem solving skills
Ability to initiate change and utilize initiative to resolve potential conflict situations

_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?
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_Aim Higher_ - we strive to exceed expectations
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_Own Your Expertise_ - we empower ourselves and each other
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_Collaborate Effectively_ - we bring the right people together to get the right results
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_Engage with Empathy_ - we objectively consider the needs of others
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_Embrace Change_ - we drive, learn from, and adapt to change

At CF you'll join a diverse community and award-winni