Job Title

Role Impact To support a number of management staff in administrative tasks such as but not limited to, typing correspondence, preparing and distributing documentation and reports, filing correspondence, drawings and tender documents, answering telephones, scheduling appointments and meetings, making travel arrangements and prioritizing workload and completing on an accurate and timely basis in order to ensure management have the relevant 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 by transcribing from dictated or written notes and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects; Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting; Process all departmental mail, and courier on a daily basis 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 as required in order to ensure the timely and accurate distribution of departmental correspondence; Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary; Tracking and monitoring of submissions from outside consultants and vendors for management staff with follow up as directed by the project managers. Monitor and maintain departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties; 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 in order to maintain good levels of customer service; Receptionist duties on an infrequent basis as requested, include receiving all incoming calls and handle all party and group bookings and visitors to the company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF''s corporate image; Recommend and implement enhancements to current procedures that will improve operational effectiveness; Manage the end-to-end setup of new project directories and the initial compilation and setup of project documentation by tracking and following up with various stakeholders with a proactive and detail-oriented approach to ensure data integrity. Oversee the circulation and follow-up of various project status reports, as well as the maintenance and tracking of a master PM status report, ensuring leadership has real-time visibility while maintaining a helpful and solution-oriented mindset. Facilitate a seamless onboarding process for new team members, taking full responsibility for the implementation, follow-up, and coordination of all logistical requirements to ensure a welcoming and organized start. Lead the follow-up on various DocuSign documents currently in circulation and maintain a persistent, positive attitude when chasing DocuSign for Change Orders to ensure contracts are executed without project delays. Proactively issue and compile surveys to gather team feedback and recommend and implement enhancements to current procedures that will improve operational effectiveness and team productivity. Coordinate professional development by scheduling team lunch and learns and scheduling larger PM meetings on behalf of different team members, managing complex calendars with a flexible and ''can-do'' spirit. Actively participate and contribute to the scheduling of team social events, bringing high energy and a positive influence to foster a collaborative and high-morale work environment. Provide high-level administrative support by filing and tracking expenses on behalf of VPs of Project Management and tracking and monitoring submissions from outside consultants and vendors with a high degree of accuracy and professional courtesy. 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; Certificate/diploma in Office Administration an asset; Minimum 3 to 5 years related work experience; Real Estate/Property management, Project Management or Construction experience an asset; Computer literate and fully proficient in Microsoft Word, Excel, PowerPoint and Project. Solid organizational and prioritizing skills; Strong research and analytical skills. Starting base salary for this job level may range from $41,732 to $55,643. 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. CF 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 youll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected. Were 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 . 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. #J-18808-Ljbffr