Office Services Coordinator Jobs

About the Company

Timbercreek Capital (“TCAP”) is a leading non-bank provider of structured financing solutions to commercial real estate investors across Canada, the United States and Ireland. We focus on shorter-term loans which require fast execution and flexible terms and primarily lend against investment-grade income-producing real estate such as multi-residential, industrial, office and retail assets. Our public and private investment vehicles are structured to provide access to real estate debt to primarily Canadian retail and institutional investors. These investment vehicles are focused on preserving capital while providing stable, consistent distributions to our investors in the form of fixed-income alternative and higher yielding strategies. We source our deal flow through our experienced origination team, an extensive network of mortgage brokers and investment banking professionals, as well as through referrals and repeat borrowers.

About the Position

Timbercreek Capital is seeking an Office Services Coordinator with a self-starting attitude who will be responsible for administering and coordinating the day-to-day operations of Timbercreek’s head office to ensure organizational effectiveness and efficiency. We are looking for someone who can take direction, possesses excellent communication and analytical skills, has some experience with graphic design, and has a solid knowledge of Microsoft Office products. This hands-on tactical position requires the ability to multi-task, be resourceful, make decisions independently, wear multiple hats and prioritize in an ever-changing strategic environment. The Office Services Coordinator will possess superior organizational skills with a strong focus on people services, excellent interpersonal skills, along with a high degree of initiative and the ability to act independently to meet critical deadlines and target dates for assignments. The Office Services Coordinator will be the Go-To Person for all employees and tenants of 25 Price Street, knowing that if they cannot assist, they will find someone who can as quick as possible. This is a full-time in-office role.

Key Responsibilities

• Oversight of all Timbercreek offices (Toronto, Vancouver, Montreal, Stamford, Dublin)
• Proactively identify repairs or maintenance required for the building (dishwashers, TV, doors, lights, scratches on walls, etc.) and schedule contractors when necessary
• Set up and removal of cell phones for new hires and departures, reviewing monthly bill to ensure usage and data plans are being utilized correctly
• Update Head Office and International employee directories as necessary
• Daily walk through of building to ensure high standards are maintained (temperature, art, décor, lights, cleanliness, etc.)
• Responsible for the coordination of desk or departmental office moves, keeping floor plans updated
• Ensure, along with Receptionist, that the daily routine for the roof space is complete (while in season)
• General communication to all employees and 2nd floor tenants regarding repairs, events, etc.
• Manage parking spots, ensuring payments are made to owners and spaces are assigned
• Update company website with employee profiles, quarterly investor call details, and other necessary changes
• Providing reception coverage over lunch and on an as needed basis
• Handle correspondence and files while maintaining strict confidentiality
• Communicate regularly with 2nd floor tenants to ensure their business needs are being met
• Work with contractors of exterior property upkeep, including snow removal, landscaping, etc.
• Act as Co-Chair for the Joint Heath & Safety Committee and for the Social Committee
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and adjusting plans
• Coordinate and execute staff events and incentives (ie. holiday parties, gift baskets, etc.)
• Assist with special projects and renovations as necessary
• Manage TCAP’s LinkedIn profile, including posting newly funded deals and other corporate initiatives such as ESG, and building upon TCAP’s LinkedIn Life page

Job Requirements

Education and Experience

• Previous use of office equipment (copiers, fax machines, binding machines etc.)
• Must be able to manage competing priorities and meet tight deadlines
• Experience working with confidential and sensitive information
• Post-secondary education coupled with experience in a professional services environment in an Administrative or Office Management position
• Advanced experience using software programs such as Microsoft Office software (Outlook, Word, Excel, Power-Point, Adobe and Visio) and related applications and tools

Qualifications

• Professional, positive, and friendly manner
• Exceptionally organized and detail oriented
• Exceptional level of discretion and judgement with demonstrated problem-solving skills
• Self-confidence, self-starter, ability to multi-task, ability to manage a significant workload
• Demonstrated ability to work in a fast-paced environment that is demanding with changing priorities and frequent interruptions
• Proven record of integrity and the ability to maintain confidentiality at the highest levels
• Excellent interpersonal skills and communication skills at all levels (both verbal and written)
• Demonstrated high level of attention to accuracy and detail
• Ability to work independently prioritizing and establishing deadlines for own work, and when work is delegated, for the work of others

Timbercreek Capital is an inclusive and equal opportunity employer. If you require a disability–related accommodation to participate in the recruitment process, please let us know. We will accommodate your needs as required under applicable legislation. Information related to accommodation requirements will be addressed confidentially. While we appreciate all applications, only those candidates selected for an interview will be contacted. All selected candidates will be asked to complete pre-employment criminal and background checks. Any offer of employment is conditional upon satisfactory results of all applicable checks. We thank all applicants for their submissions.