Role Impact
The Administrative Coordinator will support the Senior Manager, Operations, the Managers, Operations and their teams in administrative tasks including preparing and distributing documentation and reports, assisting in formulation and management of TDC Contracts, scheduling appointments and meetings, coding and processing invoices and expenses, and prioritizing workload to ensure operational efficiency.
Responsibilities
Assist in developing monthly department scorecards by gathering financial reports, tracking milestones, and flagging issues for presentation at the Operations management team monthly.
Support the Senior Manager and Operations Managers in preparing capital and operating budgets by formatting documents, gathering information from various sources, and providing relevant forecasting information to the Accounting department.
Process Facilities and Operations invoices.
Track monthly/yearly budget expenses (plan vs. actual and variance reports) by vendor and cost centre.
Identify accruals, prepare monthly flashes, audit, and review all invoices, and process interdepartmental cross charges.
Process and calculate tenant services and other charge‑backs related to Operations.
Support Managers with contract negotiation and award process, using RFP/RFQ processes through CF Exchange.
Maintain the Service Contract list for the property, updating key information and informing Contract Owners of upcoming key dates.
Act as the main point of contact for property “Other” work orders, coordinating with vendors until completion while meeting corporate SR KPI objectives.
Serve as the Department expert of CF Exchange and related processes.
Proactively support Operation initiatives and enhancement projects.
Perform all other duties related to property services and maintenance at Cadillac Fairview.
Support Operations Management team in general administrative duties including arranging meetings, calendar management, filing, catering and expense management.
Other duties as assigned.
Qualifications
Grade 12 or equivalent.
Post‑secondary education in Business Administration or Facilities Management is preferred.
Minimum 3 to 5 years of related experience.
Proven problem‑solving skills.
Experience handling confidential or sensitive information.
Ability to implement strategic initiatives and raise standards.
Basic accounting terminology knowledge to review budget reports and monthly summaries.
Understanding of property and facility management.
Strong verbal and written communication skills.
Time‑management and prioritization skills.
Attention to detail and analytical research abilities.
Ability to work in a challenging, fast‑paced, multi‑tasked environment.
Team‑player attitude.
Competency with computer applications such as Microsoft Visio, Project, PowerPoint, Access, Excel, and Google applications.
Knowledge of applicable health, safety, and environmental legislation is an asset.
Knowledge of RFP/RFQ process is an asset.
Salary & Benefits
Starting base salary may range from $49,103 to $65,471. The actual base salary will be determined based on role, experience, skills, qualifications, location, and market factors. Cadillac Fairview offers a competitive total rewards package, including a performance‑based incentive plan, comprehensive pension and benefits plan, paid time off, vacation, well‑being and volunteer days, and support for continued growth and development.
Equal Prospect Employment
Cadillac Fairview is an equal opportunity employer and is committed to creating a diverse and inclusive environment. If you need reasonable accommodation during the recruitment, assessment, or selection process, please notify your CF contact or email
[email protected].
Job Posting
This posting is for a vacant position. Cadillac Fairview may use artificial intelligence (AI) technology, alongside human review, to assist in screening and assessing applicants for this position.
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📌 Administrative Coordinator (Ontario)
🏢 Cadillac Fairview
📍 Ontario