Office Administrator, Development

A NEW BREED OF ENTERTAINMENT

With almost 150 years of proud horseracing history, Woodbine Entertainment Group is the founding pioneer and largest operator of professional horseracing in Canada.

Building on our rich past, we are surging ahead to the future with an energized, new vision. Today we deliver the most thrilling and highest quality racing, dining and entertainment experiences to our visitors. In doing so, we remain a world-leader in horse-racing — and also among the most exciting and diverse entertainment facilities on the globe.

Position Overview

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.

Key Responsibilities

Administrative & Office Support

• 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

Contract & Procurement Support

• 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

Financial & Project Cost Administration

• 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

Coordination & Process Support

• 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

Qualifications & Experience

• 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 (real estate, construction, or development experience is an asset)

• 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); experience with document management and e-signature tools is an asset

• Strong written and verbal communication skills

• Experience with D365 would be considered an asset

• Professional, collaborative, and service-oriented mindset

• Ability to work independently while supporting a broader team

Reason for vacancy: New Position

Salary Range: $60,000 to $80,000 per year

Diversity, Equity, Inclusion and Belonging

Be Yourself.

We believe differences should be valued and celebrated. By building diverse and inclusive teams, we strive to provide a more authentic and empowering work experience that unlocks the potential of our people. Regardless of race, religion, colour, national origin, sex, gender, expression, sexual orientation, age, marital status, veteran status, or disability status, we believe everyone has the right to express their ideas, ambitions, and pursue their goals with confidence and integrity. Diversity breeds innovation. We want people to think differently. Our commitment is to build a culture that welcomes everyone and leverages their unique perspectives to be a great entertainment company that shares the thrill of horseracing experiences with the world.