Administrative Assistant

at  Oxford Properties

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.
The Administrative Assistant reporting to the Property Manager, is responsible for a variety of administrative tasks and delivering excellent customer service to both internal and external clients.

AS A MEMBER OF THIS TEAM, YOU WILL BE RESPONSIBLE FOR:

Administer the Kingsway gift card program in compliance with all Oxford policies and procedures, including gift card reconciliation, sales & in-centre promotional offers, inventory management as well as monitoring of self-serve kiosks.
Build and maintain relations with Gift Card clients, facilitate corporate sales and strive to increase annual Gift Card sales.
Oversee the training of all Guest Experience new hires to ensure all representatives are prepared and can effectively represent the Kingsway Mall and Oxford brand; complete all employee scheduling and time away coverage to ensure constant adaptation and flexibility to the operational needs of the centre.
In partnership with the Property Manager, uphold staff guidelines (example: Uniform, Phone, In-Person, and Online Service Standards) and seek out innovative services and offerings to elevate the in-centre experience.
Complete mall checks daily, communicating any observations/concerns as well as guest/tenant feedback to relevant departments.
Answer, screen and direct all incoming phone calls & in-person inquiries, relay messages accurately as required, greet and direct visitors.
Assist with various administrative tasks, such as tenant mailouts, preparation/distribution of meeting minutes and reports, and periodic & annual deliverables, as assigned.
Support the timely and accurate collection and data entry of monthly tenant sales.
Work collaboratively with and support other Property Administration team members through other duties and/or special projects as assigned, ensuring seamless continuity of office operations.

TO SUCCEED IN THIS ROLE, YOU:

Post-secondary education in a related field is preferred.
1-2 years of supervisory experience in a customer service and/or retail environment is an asset.
Positive attitude and a passion for providing exceptional guest experiences.
Ability to effectively communicate, written and verbal and build rapport with guests, as well as tenants, management, service providers, and all shopping centre personnel.
Detail oriented and the ability to multitask and prioritize competing projects; must be flexible to changing priorities, demonstrating the capacity to problem-solve under stressful situations while maintaining a high level of professionalism.
Conflict resolution, excellent relationship building and interpersonal skills, and a team player.
Computer skills – including working knowledge of Microsoft Office applications (i.e. Word, Excel, Outlook, Teams)
Effective organizational and time management skills.