Administrative Assistant

1 week ago

Newmarket, 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.

Administrative Assistant - Upper Canada Mall

We are looking for a highly motivated Administrative Assistant to join our team at Upper Canada Mall, Newmarket.

Reporting to the Property Manager, you will provide general administrative support across the organization while specifically assisting Property Management and Operations administrative functions. As the first point of contact for the UCM Management Office, you will manage the flow of people though the office and handle office related phone calls, while ensuring all responsibilities are completed accurately and in a timely manner.

In this role, you will be a key member of an engaged, high-reaching team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. Oxford takes great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate, and valuing customers as genuine partners.

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
Being present during, but not limited to, the operating hours of the management office (9AM-5PM Monday to Friday)
Answering, screening, and forwarding incoming phone/in-person inquiries while providing general information as needed
Greeting all office visitors, determining the nature of their visit, and directing them accordingly
Receiving, sending, and sorting daily mail/deliveries/couriers and tracking usage
Supporting tenant and internal staff communication initiatives including event and tenant relation correspondence and addressing any external inquiries
Track various issues, confirm follow-up, and communicate urgent and on-going challenges to the appropriate manager or department
Manage various administrative responsibilities to support site Operations, Specialty Leasing, Marketing, and Property Management, including Accounts Payable invoice coding, license agreement preparation, storage documentation, etc.
Monthly tenant sales reporting
Updating and maintaining telecommunication system for office and tenant listings
Coordinating, ordering, and stocking office/kitchen supplies within the Management Office
Booking of board/meeting rooms for management team and supporting the coordination of food orders and room set-up for meetings or special events
Collaboration with the team to support various site initiatives by accomplishing related duties as needed and assigned.

To succeed in this role, you have
Post-secondary education with one - three years experience in a similar role
Excellent interpersonal and communication skills
A proven ability to work with internal and external stakeholders at all levels of management
A detailed oriented approach with excellent organizational and problem-solving skills
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
The ability to thrive and adapt in an evolving organization
A collaborative approach to sharing knowledge within a team environment
Delivering high performance and driven by achieving results through creative thinking

**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 co

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