Administrative Assistant II

Role impact:

To support a number of management staff in administrative and accounting tasks such as but not limited to entering payables typing correspondence preparing and distributing documentation and reports answering telephones scheduling meetings 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:

• Ensures accurate and timely processing (manual and electronic) and filing of accounts payable documents and uploading files each morning in OK to Pay.
• Prepare all written documentation such as but not limited to correspondence reports 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 audiovisual 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 mailed on time and arranging for sameday 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 this includes boxing yearend files.
• 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 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 CFs corporate image.
• Recommend and implement enhancements to current procedures that will improve operational effectiveness.
• Keep track of monthly occupancy data maintain tenant contact lists stacking plans.
• Data entry document uploads and update manuals in relevant systems and website.
• Support Management in the preparation of storage agreements license agreements and update parking per lease summary
• Distribute tenant notices surveys prepare newsletters upload material on elevator displays
• Track entertainment expenses arrange tenant and staff events become One CF Champion and post on internal CF site.
• Other duties as assigned.

What your strengths are:

• A standout colleague with strong interpersonal skills
• Strong communicator verbal and written with excellent tact and diplomacy
• Detailoriented and focused on accuracy
• A multitasker quick learner and can work independently in a fastpaced environment
• Excellent with time management and organizational skills
• Analytical with good problem solving skills
• Customerservice focused
• Able to work under pressure with minimal direction
• Comfortable interacting at all organizational levels

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;
• Fully proficient in Microsoft Word Excel and PowerPoint;
• Proven organizational and prioritizing skills;
• Strong research and analytical skills.

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 valuesbased behavior and superior results with a competitive rewards package that includes bestinclass 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 youll join a diverse community and awardwinning team where your talent and commitment to excellence are welcomed valued and respected.Were ready to meet you there are you

CF isan equal opportunity employerand 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

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