Regional Coordinator - Western Canada

Manulife; Toronto; On-site; CAD 53,000 - 90,000; Full time

Job summary

A leading financial services company in Toronto is seeking a Regional Coordinator to manage office operations, provide administrative support to senior professionals, and ensure policy compliance within the Global Real Estate team. The ideal candidate has extensive administrative experience and strong organizational skills. This hybrid role offers a salary range between 53,775.00 CAD and 89,625.00 CAD depending on qualifications and experience.

Benefits

Flexible work environment

Diversity and inclusion support

Professional development opportunities

Qualifications

• 10 - 15 years relevant administrative experience.
• Experience within the commercial real estate industry is a plus.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

• Manage day-to-day office operations and bill payments.
• Coordinate team events and meetings for senior professionals.
• Ensure document management and policy compliance.
• Assist senior professionals with travel arrangements.

Skills

Proficiency in Microsoft Office Suite

Strong communication and interpersonal skills

Excellent organizational and time management skills

Knowledge of real estate terminology and processes

Education

High school diploma or equivalent

College degree

Job description

We are looking for a Regional Coordinator to join our team! This role handles operational and administrative responsibilities within Global Real Estate’s (GRE) regional offices. As a part of the GRE Operations team, the Regional Coordinator role is responsible for handling day-to-day regional office management and bill payment, providing administrative support to the regional team, and coordinating with GRE operational standards. The role reports to the Director, Global Operations & Administration, Real Estate.

Position Responsibilities

• Day-to-day office management and bill payment for the regional office
• Develop, maintain, and report on the regional office budget, coordinating with global budgeting and expense management standards.
• Process payments for invoices through Manulife’s bill payment systems. Ensure cost centers are accurately represented, approvals are secured, and that the appropriate accounts payable teams are processing payments in a timely manner.
• Add meeting codes as appropriate to the Concur expense management system to ensure project expenses are charged appropriately for proper allocation.
• Maintain office supplies and handle inventory, ordering supplies as required.
• Coordinate office equipment installations and connectivity with vendors and Manulife’s technology teams.
• Maintain regional team out-of-office calendar.
• Coordinate team events, while adhering to the projected budget, order food and beverages, send and track event calendar invitations.
• As required, coordinate and administer office relocations and similar projects. As required, act as primary contact for building property management.

Regional office document management and policy compliance

• Coordinate signatures for agreements and contracts.
• Ensure documents are properly filed and maintained within GRE’s document management site of record (SharePoint).
• Handle any necessary inventory of paper documents, ensuring that electronic copies are produced and filed on SharePoint.
• Serve as regional subject matter expert on Manulife and GRE operational policies, communicating standards and requirements to regional team as required.
• Provide attestations as required for regional office policy compliance.

Provide administrative support for assigned senior GRE professionals

• Schedule and coordinate meetings for senior professionals, typically Managing Directors and above. Each regional coordinator typically supports 4-6 senior professionals.
• Support with travel arrangements, such as changes to and/or resolving complications with travel bookings.
• Process business expenses in Manulife’s expense management system for Managing Directors and Senior Managing Directors. Monitor expenses as they populate into Concur and follow the expenses through the approval process to ensure timely payments.
• Onboard new GRE hires, including ordering hardware, coordinating access to real estate applications, and assigning workstations. Follow the work order requests through to completion, ensuring that each new hire has the required tools and access on their start date. Coordinate offboarding checklist responsibilities for GRE employees who depart the company.
• Provide ad hoc support as required, including running reports from Manulife and GRE systems, assisting with Excel spreadsheets and PowerPoint presentations, and compiling memos and reports.

Required Qualifications

• High school diploma or equivalent experience; college degree highly preferred
• 10 - 15 years relevant administrative experience. Experience within the commercial real estate industry a plus.
• Proficiency in Microsoft Office Suite.
• Knowledge of real estate terminology and processes useful.
• Ability to handle sensitive and confidential information with discretion.

Preferred Qualifications

• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Diligent with a focus on accuracy.
• Ability to work independently, prioritize tasks and handle challenging priorities.
• Ability to work as a phenomenal teammate and to develop strong working relationships across various groups and locations

When you join our team

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
• As part of our global team, we’ll support you in shaping the future you want to see.

We are an equal opportunity employer and embrace diversity. If you require assistance during the application process, please contact [e-mail].

Salary and location notes: Reference salary location Toronto, Ontario. Working arrangement: Hybrid. Salary range is expected to be between 53,775.00 CAD and 89,625.00 CAD. For location-specific salary ranges, please contact [e-mail]. Actual salary will vary based on location and other factors. Eligible employees may participate in incentive programs.