Coordinator, Building Services

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.

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Overview

As a member of our property management and operations team, you will play a pivotal role in ensuring the smooth functioning of multiple office buildings and retail units. This position requires a proactive, detail-oriented professional who excels in accounts payable, customer service, building operations, and administrative support. You will collaborate with various departments, vendors, and tenants to deliver exceptional service and operational excellence every day.

Key Responsibilities:

Accounts Payable & Financial Administration

• Process and review a high volume of vendor invoices for operating and capital expenses, including holdbacks, across multiple properties.

• Collect supporting documents, coordinate wire transfers, and ensure invoices are posted before monthly and yearly cut-offs.

• Implement company AP policies, manage vendor setup procedures, and support/backup AP projects.

• Generate daily workload reports, assist with departmental accruals, and support annual budget and reforecast preparation.

• Maintain utility invoice trackers and upload invoices to relevant software platforms.

• Assist with tenant security deposit refunds, year-end adjustments, chargebacks, and allowance payments.

• Provide documentation and answers for audits, and support management and head office accounting/legal teams.

Building Operations & Service Coordination

• Serve as the liaison between customers and management, managing day-to-day requests through internal systems (e.g., MAXX Support).

• Ensure successful completion of service calls, create monthly reports, and chair meetings to review operational statistics.

• Schedule and maintain freight elevator bookings, process fire protection forms, hot work permits, and coordinate with vendors for maintenance and repairs.

• Support capital project coordination, documentation, and expense tracking.

• Conduct inspections, document findings, and propose cost-effective solutions for building maintenance.

• Administer and monitor internal systems, organize property events, and ensure compliance with health and safety policies.

Customer Service Excellence

• Build and maintain positive tenant relationships, resolve concerns efficiently, and ensure tenant comfort and satisfaction through daily checks and clear communication.

• Draft and distribute customer notices, update tenant communications, and follow up on service requests to gather feedback.

• Assist with the coordination and setup of tenant events and special projects as needed.

Administrative & Team Support

• Provide administrative support to Operations Manager, Property Manager, and General Manager.

• Assist with departmental chargebacks, sustainability, waste/recycling, utilities, and other operations reports for internal and external stakeholders.

• Manage purchase order processes, vendor insurance verification, and documentation for capital projects.

• Deposit rent cheques and perform other general duties as assigned.

Qualifications

• 2–4 years of accounts payable, finance, or property management experience.

• Post-secondary diploma or certificate in accounting or a related field; university degree is an asset.

• Advanced proficiency in MS Office (Excel, Word, PowerPoint, Outlook); experience with JDE, Basware, Angus Anywhere, and Measurabl is an asset.

• Excellent time management, organizational, and multi-tasking skills; ability to manage competing priorities in a fast-paced environment.

• Strong attention to detail, accuracy, and confidentiality.

• Exceptional customer service, interpersonal, and communication skills.

• Ability to thrive in a collaborative, evolving team environment and deliver high performance through creative problem-solving.

• Knowledge of building operation systems and access card/security systems is an asset.

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 where we live and work — and the customers we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our committee and employee recognition programs.