Administrative Coordinator

3 months ago

Mississauga, 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 Square One Management Office. Reporting to the Senior Property Manager, this role will be the first point of contact for the Square One 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 Square One 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 /Square One ambassador through phone and inter-personal 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 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 daily responsibilities of the kitchen and its items within the Management Office.
- Supporting and managing the “Get in touch” tenant messaging through OxComm platform
- Supporting Senior Property Manager with posting of all communication memos on the OxComm platform and to the entire Square One team
- Maintain the training manual of the Administrative Coordinator role and work alongside Senior Property Manager to ensure the tenant manual updated annually
- Update and maintain the SQ1 Now video screens in all department offices
- Creating, managing, and communicating Supervisor/Manager weekend coverage schedule
- Assisting the Office Administrator team with receiving and logging tenant cheques
- Acting as a backup to the Office Administrator team role and duties
- Supporting all managers, including inputting expenses and Basware coding
- Booking of board/meeting rooms. Ensuring board/meeting room requests are met, and support the coordination of food orders, room set-up
- Distribution of tenant communication items, and complete with tenant collection/input of tenant sales, and insurance
- Collaborating with and supporting the Senior Property Manager and Property Services Coordinator to support various site initiatives by accomplishing related duties as needed and assigned, including clerical tasks
- Supporting Senior Property Manager with posting of all communication memos on the OxComm platform and to the entire Square One team

**To succeed in this role, you have**:

- Experience in similar roles, minimum 2-3 years
- A Post-secondary 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, multi-task, prioritize and work under pressure

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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