Real Estate Administrative Coordinator

Job Title: Real Estate Administrative Coordinator

Job Location: Oakville, ON

Job Type: Contract

Pay Range: $35.00hr - $40.00hr

Job Overview:

Our client is seeking an Administrative Coordinator for their Real Estate division. The candidate will provide comprehensive administrative and operational support to the Real Estate team, ensuring organizational efficiency across the Canadian portfolio. This role involves extensive coordination with stakeholders, executive support, and the management of real estate databases and tools.

Candidate Profile:

The successful candidate should possess a Bachelor s Degree and 3 to 5 years of prior experience in a similar role.

• Extensive experience in organizing and coordinating business operations and procedures to ensure organizational effectiveness and efficiency.
• Efficient task delivery within demanding schedules and tight deadlines.
• Exceptional communication skills and experience dealing with high-level executives and internal customers.
• Microsoft Office proficiencies including Microsoft Excel, Word, Outlook, and PowerPoint.
• Basic knowledge of SAP.
• Strong verbal and written communication skills.
• Willingness to travel as required.

Responsibilities:

Reporting to the Head of Real Estate, the candidate will be responsible for the following duties:

• Provide effective and efficient administrative support for the Real Estate team.
• Coordinate the initial set-up of the internal room and desk booking tool with the creation team and provide administrative support to each site.
• Maintain and update all real estate databases, portfolio tools, and legal documentation for the assigned properties within the Canadian portfolio.
• Schedule and coordinate meetings.
• Coordinate activities with internal and external facility management teams and assist internal customers, including redirecting inquiries to appropriate personnel.
• Assist in developing reports and presentations.
• Provide status reports, dashboards, and presentation materials for stakeholders while maintaining the SharePoint site, document repository, and commitment tracking logs.
• Format, create, and distribute posters and emails as required using provided templates.
• Coordinate and lead small projects.
• Provide order processing support for creating vendor shopping carts and processing invoices.
• Support vendor management and onboarding.
• Manage travel arrangements and act as a quality gate for expense reports.
• Prepare monthly and ad hoc reports such as Asset Management KPIs.
• Coordinate and facilitate status meetings, capacity reviews, and collaboration sessions.
• Prepare meeting agendas, minutes, action logs, and follow-up communications while tracking risks, assumptions, dependencies, and open actions affecting delivery commitments.
• Escalate missing approvals, overdue actions, or incomplete reporting to the accountable owner.
• Manage multiple priorities and deadlines in a fast-paced environment with high attention to detail and strong discipline in documentation.

Opportunities for Personal Growth:

• Build strong partnerships with the Senior Management team through clear and consistent teamwork to reach a common goal.
• Access career growth and development opportunities within a supportive work culture.
• Due to nature of job The candidate must have Ability to travel 25% of the time using a personal vehicle.

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• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Health Savings Account (HSA)
• Disability Insurance (Short-Term and Long-Term)
• Life and AD&D Insurance
• Paid Sick Leave (where required by applicable state or local law)
• Supplemental Insurance Plans
• Identity Theft Protection
• Pet Insurance
• Employee Wellness Programs
• Employee Assistance Program (EAP)
• Career Growth and Professional Development Opportunities