Administrative Assistant
1 month ago
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 Oxford Properties Vancouver Management Office and act as Executive Assistant for senior leaders in the Vancouver office. Reporting to the Director of Leasing, this role will be the first point of contact for the Oxford Properties Vancouver Management Office visitors and will entail executive support to the management team.
As the main office Receptionist, you will be the first point of contact for the Vancouver Management Office and will provide executive assistant support for senior leaders in the office. 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 / Vancouver 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 the office working with Oxford IT teams
- Managing order process for departmental office supplies while exercising budget control
- Coordinating and stocking office supplies, equipment, and kitchen items within the Management Office
- Providing Executive Assistant support to senior leaders of the office
- Booking of board/meeting rooms. Ensuring board/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
- Coordinate all aspects of the enrolment and implementation of bike parking
- Or ganize or assist in organization of office/team wide events and involve office staff in entertainment activities
- Coordinate all aspects relating to mailboxes for tenants in the building
- Coordinate all aspects of the enrolment and implementation of bike parking
- Distribute mail & correspondence memos to the team or tenants with guidance from Supervisor, Property Administration and Property Managers
- Act as the point of contact for internal and external clients and liaise with all contacts to handle requests and queries
- Catering for all departments where required including researching additional catering needs
- Maintain the reception manual on an ongoing basis
- Maintain office equipment and inventory of supplies and develop professional vendor relationships
- Monitor office expenditures and handle all office contracts
- Prepare complex and routine letters and maintain efficient correspondence to assist office staff
- Monitor and identify strategies to improve services, systems and processes
- Perform Purchase Order coding and submit to AP for further processing including understanding the admin budget
- Support meeting and conferencing needs including but not limited to understanding all virtual systems and electronics
- Maintain a clean and organized office environment
- Petty cash custodian
- Assist administrative/accounting/management team members where necessary as assigned by the Supervisor, Property Administration & Managers
**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, sharepoint 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
**Our story**:
Oxford Properties Group (“Oxford”) is a leading global real estate investor, asset manager and business builder. It build
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