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Added 4 mins ago
PE
Administrative Assistant
PTW Energy Services
Hinton, AB
- Full-time
PTW Energy Services is hiring an Administrative Assistant to support our Hinton Business Unit. This position is responsible for a variety of administrative, accounting, project…
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CO
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AU
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As an administrative secretary in the Student Pathways and Institutional Support department, you welcome, inform and direct clients, draft documents and routine correspondence, follow up on…
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Added 20 mins ago
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…individual to join our leading wealth management firm as an Administrative…
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Cadillac Fairview

Administrative Coordinator, Operations

London, ON, N6G 3Y9, Canada

Starting base salary for this job level may range from $49,103 to $65,471. · Full-time

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Job details

Pay: Starting base salary for this job level may range from $49,103 to $65,471.
Job type: Full-time
Experience: Minimum 3 to 5 years related work experience.
Posting language: English
Posted: Oct 26, 2026

Original job description

Role Impact:

To provide administrative coordination to the operations team. You will work alongside the General Manager and the Operations Manager to provide first class client service, and will liaise with tenants, contractors and other key property stakeholders.

What you will deliver:

Collaborate with department heads on and lead the Purchasing Order (PO) creation for Capital and OpEx projects, process all departmental invoices via CF Exchange, manual entry into Yardi; verify appropriate coding is applied to all invoices and send to the appropriate level of approval.
Support the Operations Manager in the preparation of RFP documents, while also preparing construction documents, including but not limited to Canadian Construction Document Communication (CCDC) contracts for capital projects
Liaise with Leasing and tenants to ensure all retailers are registered to CF Gateway, and are utilizing the portal for rental payments, sales reporting and year end reconciliation. Handle rent cheque deposits as needed.
Maintain the Client master tracker in CF Management System (CFMS) by updating and monitoring key dates, flagging imminent milestone dates to relevant stakeholder to avoid delays; provide weekly updates to the property team on the status of projects and store buildouts
Client tours: key point of contact for Leasing and Specialty Leasing when touring new tenants or acquiring requested information
Collect all applicable documentation prior to tenant possession, not limited to security and construction deposit, insurance, and Workplace Safety & Insurance Board (WSIB)
Assist the General Manager with tenant coordination: 1) coordinating day to day activities and communications with General Contractors and sub-trades during store buildouts, 2) monitoring store buildouts to ensure the work is completed as per the approved plans and on time, 3) as needed, requests area certification from the base building architect.
Coordination of deficiency tours and work completion with General Contractors
Issues cheque requisition for General Contractor construction deposit reimbursement cheque and (where applicable) Tenant Inducement cheque requisition and checklist (Statutory Declaration, WSIB Clearance Certificate, Architect’s confirmation, Computer-Aided Design (CAD) drawings, air balancing report)
Assist the General Manager with coordinating activities with General Contractors, Store and/or Regional Manager and communications for special projects (e.g., power shutdown, domestic water pipe replacement within Tenant space)
Sales data entry; issue sales report to Head Office via Tableau and, sales ranking report to retail clients
Collect annual certified sales and insurance from all retail clients.
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 to maintain good levels of customer service.
Prepare all written documentation relating to Tenant communication, such as correspondence to inform them of upcoming activity which may impact their operation, when required.
Support the General Manager in coordination of storage leasing at property.
Collaborate with the Operations Team in successfully achieving Green at Work targets.
Process all departmental mail and courier daily by receiving, opening, sorting, and distributing incoming mail and facsimiles; ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same-day or overnight courier.
Other duties as assigned

What your strengths are:

A team player with strong interpersonal skills
Strong communicator, verbal and written
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 supervision
Able to interact at all organizational levels with tact and diplomacy
Self-motivated and able to take initiative

What you need to succeed:

Grade 12 or equivalent
Minimum 3 to 5 years related work experience.
Post-secondary education in Business Administration an asset
Certificate/diploma in Office Administration an asset
Real Estate/Property management experience an asset.
Fully proficient in Gmail, Microsoft Office (Word, Excel, and PowerPoint).
Thorough knowledge of administrative practices, office policies and procedures and accounting procedures
Proven organizational and prioritizing skills.

Starting base salary for this job level may range from $49,103 to $65,471. The actual base salary offered will consider several factors including, but not limited to the role, experiences, skills & qualifications, location, market and internal considerations; with this context, CF reserves the right to pay above this range. Cadillac Fairview offers a competitive total rewards package in addition to base pay which may include a performance – based incentive plan, a comprehensive pension and benefits plan, paid time off including vacation, well-being & volunteer days and support for continued growth and development.

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.

This posting is for a vacant position. CF may use artificial intelligence (AI) technology, alongside human review, to assist in screening and assessing applicants for this position.

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More about this job

Responsibilities

The Administrative Coordinator provides operational support by managing purchasing orders, processing invoices, and coordinating construction and tenant activities. They also act as a primary point of contact for property stakeholders and ensure accurate sales data reporting and tenant communication.

Requirements

Candidates must have a minimum of 3 to 5 years of related work experience and a Grade 12 diploma or equivalent. Proficiency in Microsoft Office and strong organizational skills are required, with preference given to those with post-secondary education or property management experience.

Skills

Administrative coordination
Purchasing order management
Invoice processing
Contract preparation
Tenant relations
Property management
Data entry
Time management
Organizational skills
Customer service
Communication
Problem solving
Microsoft Office
Yardi
Tableau
Accounting procedures

Benefits

Performance-based incentive plan
Pension plan
Comprehensive benefits plan
Paid time off
Vacation
Well-being days
Volunteer days
Professional development support

Visa sponsorship

Not detected in the job text

Keywords

Administrative Coordinator
Operations
Property Management
Purchasing Order
OpEx
Capital Projects
Yardi
CF Exchange
CCDC Contracts
Leasing
Tenant Coordination
WSIB
Tableau
Sales Reporting
Retail
General Contractor
Construction
Office Administration
Accounting
Customer Service
Communication
Time Management
Organizational Skills
Microsoft Office
Gmail
Data Entry
Project Coordination
Green at Work
Invoicing
Contract Management

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