Administrative Assistant

Job title: Administrative Assistant

Job description: 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.

Royal Bank Plaza’s Management Team is seeking an administrative assistant to join our team. The successful candidate will be a self-starter with excellent organizational skills, as well as a team player with the ability to prioritize & multi-task. We are seeking a well-polished problem solver with a can-do attitude.

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. We take 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:

Tenant Coordination

Assist APM/SPM with new Tenant welcome breakfast

Request Tenant Contact Form and COI from new tenants

Maintain tenant contact database including excel sheet, SWN, OxConnect, and Outlook

Complete Retail and Office Master distribution list & update

Assist CM and APM to update Construction and Customer Service Manual for new tenants

Legal

Communicate with Head Office about tenant leases and files

Lease Administration

Responsible for preparation and coordination of all lease and storage documentation, CCDC Agreements, License Agreements

Responsible for maintaining tenant lease files (i.e. adding, or removing, files as required)

Lease Tracking

Responsible for maintaining lease tracking report and chairing monthly meetings

Accounting Administration

Assist A/P / Basware with coding, entering, and processing invoices

Provide back up support to Building Services Coordinator for A/P / Basware

Prepares and completes bank deposits, primary depositor (takes deposit to the bank)

Prepare bank deposit reconciliation to be signed by SPM and send to A/R

General Property Administration tasks as required

Administrative Tasks

Assist in day-to-day operations of Property Management Office

Team admin resource as required, subject to availability (Given multi area responsibilities)

Submit expense reports for site team

Book lunches and meetings as required (confirm reservations and send Outlook invite)

Coordinate for regular fridge cleaning with cleaners

Keep/update minutes for internal and external meetings (i.e. RBC, Interac etc.)

Coordinate travel for GM including flights, hotel, itinerary, and book in Outlook calendar

Provide phone system support to team as required

Keep track of faxes, collect & distribute

Send plans, drawings for copying, reproduction

Communication

Preparation and distribution of memos and Customer Notices, including preparation and approval from SPM/GM

Preparation of general correspondence for GM (i.e. responding to inquiries by letter, phone, and email)

Assist Security Manager by maintaining SWN, and sending notices or messages for emergencies

Events

Coordinate RBP Team events with APM/SPM (i.e. bowling, lunches)

Coordinate Tenant events (i.e. Oxford Golf Classic, Hockey night)

Coordinate monthly celebrations and birthday announcements

Assist APM in administrative tasks for events (i.e. RSVP tracking, tickets, invitations)

Reception

Reception duties (phone, greet customers etc.)

Mail pick up and drop off

Customer Service (handle tenant inquiries, complaints and assist to other administrative staff)

Gift cards services for our customers

Prepare boardroom for meetings, including booking of room and coordination for catering

Perform additional duties as required

To succeed in this role, you have:

3+ years of demonstrated experience

Strong organizational skills and attention to detail

Exceptional communication skills

Strong time management capabilities

Demonstrates excellent critical thinking and problem-solving skills

Strong computer skills and knowledge of MS Office required

The ability to work well under pressure

The ability to be professional and friendly, reliable and trustworthy

Strong interpersonal skills

Demonstrated the ability to be a team-player

Our story:

Oxford Properties Group connects people to exceptional places, and is the owner, developer and manager of some of the world’s best real estate assets. Established in 1960, it manages approximately C$60 billion of assets across the globe on behalf of its co-owners and investment partners. Oxford’s portfolio encompasses office, retail, industrial, hotels and multifamily residential and spans more than 100 million square feet in global gateway cities across four continents. A highly disciplined and thematic investor, Oxford invests in properties, portfolios, development sites, debt, securities and platform opportunities across the risk-reward spectrum. With its global headquarters in Toronto, Oxford operates out of over 15 regional offices including New York, London, Luxembourg, Singapore and Sydney. Its long-term approach to real estate investment aligns Oxford’s interests to its customers and the communities in which it operates. Oxford is owned by OMERS, the defined benefit pension plan for Ontario’s municipal employees.

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.

Company: Omers

Expected salary:

Location: Toronto, ON – Oxford, NS

Job date: Wed, 23 Jun 2021 22:19:12 GMT