Job Title: Insurance & Risk Management Administrator

Reports To: Director, Insurance & Risk Management

Department: Operations

Position Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to support our Insurance & Risk Management team. This role is responsible for managing the collection and review of tenant and vendor Certificates of Insurance (COIs), maintaining accurate records, and ensuring compliance with company requirements.

The ideal candidate thrives in a fast-paced environment, is proactive in communication, and demonstrates strong organizational and multitasking abilities.

Key Responsibilities

Administrative Support: Provide comprehensive administrative support to the Insurance & Risk Management team, ensuring efficient day-to-day operations. Certificate Management: Collect, review, and track tenant and vendor Certificates of Insurance (COIs), ensuring compliance with company standards and requirements. Data Entry & Systems Management: Accurately input and maintain tenant and vendor records in internal systems (e.g., Yardi). File & Document Management: Organize, upload, and manage documentation within SharePoint, maintaining accurate and up-to-date records. Communication & Follow-Up: Proactively communicate with tenants and vendors via phone and email to request, review, and follow up on insurance documentation, including resolving discrepancies. Reporting & Analysis: Prepare and maintain reports to track insurance compliance, utilizing intermediate to advanced Excel skills. Meeting Coordination: Take accurate meeting minutes and distribute them promptly to stakeholders. Team Collaboration: Work collaboratively with team members to support departmental initiatives and goals in a high-volume environment. Organization & Task Management: Prioritize and manage multiple tasks efficiently while maintaining a high level of accuracy and attention to detail. Adaptability & Responsiveness: Demonstrate flexibility and responsiveness in handling urgent requests and shifting priorities. Provide regular reception relief as required pursuant to weekly schedule: greet and assist visitors, answer phones, direct calls and respond to inquiries.

Qualifications & Skills

2–4 years of administrative experience, preferably in insurance, property management, or a related field Strong attention to detail with the ability to review documents for accuracy and compliance Proficiency in Microsoft Office, particularly Excel (intermediate to advanced level) Experience with Yardi and SharePoint is considered an asset Excellent verbal and written communication skills Strong organizational and time-management skills with the ability to multitask Ability to work effectively both independently and as part of a team Comfortable working in a fast-paced, deadline-driven environment

Values

The Position must be client focused, advocate and communicate a positive image of the company, both internally and externally. The Position shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the company’s interests. The Position shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities, demonstrating creativity and resourcefulness in achieving desired results. The Position is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goal.

The expected base pay range is: $55,000-$65,000. The base pay range is for the primary location for which the job is posted. SmartCentres values the contribution of our Associates, and our individual salaries may vary based on the geographical location of successful candidates, as well as their experience, qualifications or skills.

Smartcentres does not use artificial intelligence (AI) tools in its own applicant tracking system, and all hiring decisions are made by our recruitment / hiring team. AI may be used by external platforms or third-party agencies during the application process. Applicants should be aware that such external platforms operate independently of the employer.

The role posted is for an existing, active vacancy.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.