Administrative Assistant -10 month Contract

Cadillac Fairview; Toronto; On-site; CAD 42,000 - 56,000; Full time

Job summary

Cadillac Fairview is seeking an administrative support professional in Toronto to assist management with invoices, documentation, meeting coordination, and receptionist duties. The role emphasizes accuracy, organization, and the ability to manage multiple tasks in a fast-paced environment.

Ideal candidates will have Grade 12, an Office Administration credential, and 3–5 years of related experience; real estate/property management exposure is a plus.

Qualifications

• Grade 12 or equivalent.
• Certificate/diploma in Office Administration is an asset.
• Minimum 3 to 5 years related work experience.
• Real Estate/Property management experience is an asset.
• Computer literate and proficient in Microsoft Word, Excel and PowerPoint.
• Solid organizational and prioritizing skills.
• Strong research and analytical skills.

Responsibilities

• Process all departmental invoices by receiving, opening, sorting, and distributing invoices to the appropriate department staff member; verify appropriate coding is applied to all invoices and send to the appropriate level of approval.
• Prepare all written documentation such as 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 projects.
• Coordinate all meetings by scheduling, booking rooms, preparing materials and arranging for audio-visual equipment, refreshments, etc. to ensure productive meetings.
• Process all departmental mail, facsimiles and courier daily; manage distribution and outgoing mail; arrange same-day or overnight courier as required.
• Organize and maintain departmental filing system for easy retrieval of documents.
• Monitor and maintain departmental office supplies by checking storage and ordering items as needed.
• Provide courteous, professional service to internal and external clients; redirect inquiries beyond own scope of expertise to maintain customer service.
• Receptionist duties including handling calls, bookings, and visitors in a timely, courteous manner and directing to the appropriate party.
• Recommend and implement enhancements to current procedures to improve operational effectiveness.
• Other duties as assigned.

Skills

Interpersonal skills

Communication skills

Detail-oriented

Multitasking

Time management

Analytical skills

Customer service

Diplomacy

Education

Grade 12 or equivalent

Office Administration certificate/diploma

Real estate/property management experience

Tools

Word

Excel

PowerPoint

Job description

Role impact

To support a number of management staff in administrative tasks such as but not limited to, invoice processing, file system management, typing correspondence, preparing and distributing documentation and reports, 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.

Role impact

To support a number of management staff in administrative tasks such as but not limited to, invoice processing, file system management, typing correspondence, preparing and distributing documentation and reports, 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

• Process all departmental invoices by receiving, opening, sorting, and distributing invoices to the appropriate department staff member; verify appropriate coding is applied to all invoices and send to the appropriate level of approval;
• 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, facsimiles 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;
• 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 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;
• 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 interact at all organizational levels with tact and diplomacy

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 experience an asset;
• Computer literate and fully proficient in Microsoft Word, Excel and PowerPoint;
• Solid organizational and prioritizing skills;
• Strong research and analytical skills.

Starting base salary for this job level may range from $41,732 - $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 includes a performance - based incentive plan, a comprehensive pension and benefits plan, paid time off including vacation, wellbeing & 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 [e-mail].