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Administrative Assistant

4 months ago

Richmond Hill, Canada OMERS 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.

We are looking for a highly motivated Administrative Assistant to join our team at Hillcrest 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 Hillcrest 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 sales and traffic 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.

For more information on Oxford, visit

OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.