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Woodbine Entertainment Group Logo Woodbine Entertainment Group · Office Administration

Office Administrator, Development

Canada, Etobicoke, Ontario 60000.00 - 80000.00 CAD / Year · Job Posted March 20, 2026
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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
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