Administrative Assistant

2 weeks ago

Toronto, Ontario, Canada Oxford Properties Full time
Why join us?


Are you looking to join an innovative, global real estate company who builds communities and connects people to exceptional places? If so, we would love to tell you our story.

At Oxford, our culture is truly one of a kind. Across business lines and around the world, we embrace the complex and tackle opportunities with speed and agility. We are ambitious and humble, forward looking and service-focused.

We get stuff done, and have fun doing it We take great pride in contributing to the communities where we live.

We believe that what is good for the environment is good for business. Together we deliver exceptional experiences to our over 2 million daily customers.


This position is responsible for providing a consistent, first class experience to all those that come in contact with the Yorkdale Shopping Centre Management Office.

Reporting to the Senior Property Manager, this role will be the first point of contact for the Yorkdale Shopping Centre management office visitors and will entail support to the management team.


As the main office Receptionist, you will be the first point of contact for the Yorkdale Shopping Centre Management Office and will provide general administrative support across the organization.

You will handle the flow of people through the business and ensure that all responsibilities are completed accurately, delivered with high quality in a timely manner.


As a member of this team, you will be responsible for:

  • Demonstrating professionalism in a consistent manner that supports inclusion, ensures confidentiality, and exemplifies the Oxford Way
  • Acting as an Oxford / Yorkdale ambassador through phone and interpersonal interactions
  • Answering, screening, and forwarding incoming phone and inperson inquiries while providing general information as needed
  • Greeting all office visitors, determining the nature of their visit, and directing them accordingly
  • Maintaining security of the Management Office by following procedures and controlling access
  • Receiving, sending, and sorting daily mail/deliveries/couriers, and tracking usage
  • Updating and maintaining telecommunication system for office and tenant listings
  • Managing order process for departmental office supplies while exercising budget control
  • Coordinating and stocking office supplies, equipment, and kitchen items within the Management Office
  • Assisting the Office Administrator with receiving and logging tenant cheques
  • Acting as a backup to the Office Administrator role and duties
  • Supporting all managers, including inputting expenses and Basware coding
  • Maintaining 1 Yorkdale Place office tower directory boards
  • Booking of board/meeting rooms. Ensuring board/meeting room requests are met, and support the coordination of food orders, room setup
  • Distribution of tenant communication items, and assist with tenant collection/input of tenant sales
  • Collaborating with APM to support various site initiatives by accomplishing related duties as needed and assigned, including clerical tasks

To succeed in this role, you have:

  • Experience in similar roles, minimum 2-3 years
  • A Postsecondary education is preferred
  • Proficient with Microsoft Office; specifically, Excel, Outlook and Word
  • Professionalism in dealing with customers, internal staff, contractors and visitors.
  • Solid communication skills both written and verbal
  • Resourceful and proactive in dealing with issues that arise
  • Ability to organize, multitask, prioritize and work under pressure

Our story:

Oxford Properties Group ("Oxford") is a leading global real estate investor, asset manager and business builder. It builds, buys, and grows defined real estate operating business with world-class management teams.

Established in 1960, Oxford and its portfolio companies manage approximately C$87 billion of assets across four continents on behalf of their investment partners.

Oxford's owned portfolio encompasses office, logistics, retail, multifamily residential, life sciences, hotels, alternatives and credit in global gateway cities and high-growth hubs.

A thematic investor with a committed source of capital, Oxford invests in properties, portfolios, development sites, debt, securities, and real estate businesses across the risk-reward spectrum.

Together with its portfolio companies, Oxford is one of the world's most active developers with over 80 projects currently underway globally across all major asset classes.

Oxford is owned by OMERS, the Canadian defined benefit pension plan for Ontario's municipal employees.

OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minori

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