About UJA Federation of Greater Toronto

At UJA Federation of Greater Toronto, our vision is to lead the most vibrant Jewish community in North America - a community characterized by its diversity, unity, compassion, generosity and commitment to Jewish values. Together with our philanthropic,volunteerandprofessional leadership,we are changing lives. As one of North Americas leading Jewish non-profits, UJA Federation of Greater Toronto works topreserve and strengthenthe quality of Jewish life in Greater Toronto, Canada, Israel and around the world.

About the Opportunity

The Coordinator, Real Estate will provide comprehensive administrative support to the Real Estate & Facilities team, facilitating the efficient management of real estate projects and operations. This role is crucial in ensuring smooth day-to-day office operations and supporting strategic initiatives within the UJAs extensive Real Estate portfolio.

Key Responsibilities

This will include (but is not limited to):

Administrative Support

• Provide administrative assistance to the real estate team, including managing calendars, scheduling meetings, and maintaining accurate records.
• Prepare and format documents, presentations, and reports for internal and external use.
• Oversee office supply inventory and procure necessary resources for the department.
• Respond to emails, phone inquiries, and correspondence promptly and professionally.
• Coordinate travel arrangements and prepare detailed itineraries for team members.
• Assist in the development and implementation of office systems and protocols.
• Act as the key contact for the EMS room booking program issuing invoices, follow-up and contracts as needed.

Project Coordination

• Support the team in tracking progress on real estate projects, including maintaining updated schedules and reports.
• Organize and maintain documentation related to leases and contracts.
• Attend project meetings, record meeting minutes and circulate key action items.
• Collaborate with consultants and vendors to ensure timely completion of deliverables.
• Assist with the preparation of tender packages, contract documentation, and procurement processes.

Database Management

• Maintain a centralized database of property information, including lease agreements, insurance details, and vendor contracts.
• Update and monitor records to ensure accuracy and compliance with company policies.
• Generate reports and analytics from the database as needed.

Communication & Liaison

• Act as the point of contact for internal departments and external stakeholders, including vendors, consultants, and municipal authorities.
• Communicate updates on project progress to relevant parties.
• Support lay committees by preparing materials and ensuring proper communication protocols are followed.

Qualifications:

• A post-secondary degreeor diploma in Business Administration, Real Estate or relevant work experience
• Minimum of 2-4 years experience in an office environment, preferably in commercial real estate or property management.
• Experience in project coordination and ability to anticipate logistical and administrative needs.
• Ability to work in a fast-paced environment, supporting multiple stakeholders, in a calm and professional manner.
• Ability to work with budgets and other financial data.
• Exceptional organization and decision-making skills.
• Excellent communication (verbal and written) and interpersonal skills.
• Knowledge of computer programs (Word, Outlook, Excel, PowerPoint) with ability to learn new programs.
• Strong initiative, problem-solving skills, and sound judgement are required to effectively coordinate and maintain activities, make informed decisions, and address complex situations.
• Must be proactive, able to work independently as well as part of a team.
• Demonstrated ability to manage sensitive issues with the highest degree of confidentiality and discretion.

* This is a full-time permanent position. Union Level 2. At UJA we support a flexible work schedule and all of our employees engage in hybrid work.Engagement and connection are key to supporting the best employee experience and we want to ensure that this puts balance and well-being at the forefront of our approach to ways of working. In addition to a rich time off policy, UJAs offices are closed on all Jewish holy days (yom tov) and we support early office closures to observe the Jewish Sabbath (Shabbat).

We look forward to connecting with you to understanding what you can bring to the UJA team and how we can support your career goals.Qualified applicants are invited to submit a cover letter and resume. Only those applicants invited for interview will be contacted.

Commitment to Inclusion and Accessibility:

UJA Federation supports a diverse candidate and employment experience. We are proud of our dynamic professional team, which reflects the diversity of the Jewish community and general community alike in Greater Toronto. We are an equal opportunity employer and welcome applicants from all communities. We encourage you to follow us to get regular updates on open roles.We are committed to creating an inclusive and accessible workplace and believe this is essential to ensure that every member of our team can thrive.

We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.