Administrative Coordinator, Operations

at  The Cadillac Fairview Corporation Ltd

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.
• Ensure valid dated insurance coverage is provided by each Tenant.
• 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

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.