Office Administrator, Development Job at Woodbine Entertainment Group (Etobicoke, Ontario)

Office Administrator, Development

Woodbine Entertainment Group

Location:
Canada , Etobicoke, Ontario

Category:
Office Administration

Contract Type:
Not provided

Salary:

60000.00 - 80000.00 CAD / Year

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Job Description:

The Office Administrator, Development will provide administrative, coordination, and operational support to the Development team across multiple active projects. This role plays a critical part in keeping projects, contracts, financial tracking, and team operations running smoothly. The successful candidate will be highly organized, detail-oriented, and comfortable working in a fast-paced real estate development environment. In addition to general office administration duties, this role will support contract documentation, procurement coordination, cost tracking, reporting, and meeting management on behalf of the Development team.

Job Responsibility:

Provide day-to-day administrative support to the Development team, including scheduling meetings, managing calendars, coordinating meeting logistics, and preparing agendas and materials
Act as a central point of contact for internal and external stakeholders, including consultants, contractors, and vendors
Maintain organized digital and physical filing systems for project, contract, and financial documentation
Assist with onboarding, document circulation, and general office coordination as required
Support multiple projects simultaneously while managing competing priorities and deadlines
Assist with the preparation, review coordination, tracking, and administration of contracts, agreements, and related documentation
Maintain contract logs, status trackers, and document repositories to ensure accuracy and version control
Coordinate execution of contracts using electronic signature tools and ensure fully executed documents are properly stored
Support procurement activities by coordinating documentation, assisting with vendor setup, and tracking required approvals
Assist project managers with change order documentation and tracking
Support the tracking of project budgets, invoices, and expenditures in coordination with Project Managers and Finance
Assist with invoice review, verification, and routing for approval
Maintain cost tracking spreadsheets and assist with updating project cost control files
Support monthly reporting by gathering financial and project data and preparing draft summaries as required
Assist with change order cost tracking and documentation
Support annual capital and expense budgeting processes as needed
Liaise with internal teams to ensure timely flow of information
Track key project deliverables, deadlines, and approvals
Assist with improving administrative, documentation, and tracking processes
Handle confidential and sensitive information with professionalism and discretion

Requirements:

Post-secondary education in Business Administration, Finance, Commerce, Real Estate, or a related field preferred
3–5 years of experience in an administrative, project coordination, or office support role
Strong organizational skills with exceptional attention to detail
Ability to manage multiple priorities and deadlines in a fast-paced environment
Proficiency in Microsoft Office (Excel, Word, Outlook, Powerpoint)
Strong written and verbal communication skills
Professional, collaborative, and service-oriented mindset
Ability to work independently while supporting a broader team

Nice to have:

Real estate, construction, or development experience
Experience with document management and e-signature tools
Experience with D365

Additional Information:

Job Posted:
March 20, 2026

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