Administrative Coordinator, Yorkdale Shopping Centre

3 months ago

Toronto, Canada Oxford Properties Full time

Choose a workplace that empowers your impact.
Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be — and deliver — your best.
We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers.
Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.
Don’t just work anywhere — come build tomorrow together with us.
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 Assistant Property Manager, this role will be the first point of contact for the Yorkdale Shopping Centre management office visitors and will entail supporting the Management and Operations teams.
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 and Yorkdale ambassador through all interactions
- Answering, screening, and forwarding incoming phone and in-person inquiries while providing general information as needed
- Greeting all office visitors, determining the nature of their visit, and directing them accordingly
- Maintaining security of Management Office by following procedures and controlling access
- Collect and maintain tenant Certificates of Insurance and Certified Sales
- Receiving, sending, and sorting daily mail, deliveries and couriers
- Managing order process for departmental office supplies while exercising budget control
- Maintain and update 1 Yorkdale Place Office Tower tenant directory, ensuring all content is accurate and up to date
- Coordinating and stocking office supplies, equipment, and kitchen items within the Management Office
- Receive and log monthly tenant cheques
- Act as backup to the Office Administrator role and duties
- Supporting all managers, including inputting expenses and Basware coding
- Booking of board and meeting rooms. Ensuring board and meeting room requests are met, and support the coordination of food orders, room set-up
- 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**:

- Proven working experience in similar roles, minimum two to three years
- Post-secondary education preferred
- Proficient with Microsoft Office; specifically, Excel, Outlook and Word
- Professionalism in dealing with customers, internal staff, contractors and visitors - Excellent written and verbal communication skills
- Resourceful and proactive in dealing with issues that arise
- Ability to organize, multi-task, prioritize and work under pressure
- Basware experience is a plus

Oxford's purpose is to strengthen economies and communities through real estate.
Our people-first culture is at its best when our workforce reflects the communities we live and work — and the customers we proudly serve.

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