Administrative Assistant - Square One

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.
We are looking for a highly motivated Administrative Assistant to join our retail team located at Square One Shopping Centre in Mississauga. In this role, you will be responsible for provide direct support to the Senior Manager, Operations (80%), as well as any additional support to other members of the operations leadership team (20%). Other duties would include supporting the Senior Manager, Operations with inter-office messaging, contractor communications, and tenant communication.
You will be a key member of an engaged, high performing culture and team. We go above and beyond to grow relationships by anticipating needs of our stakeholders and partners while striving to produce outstanding results.

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 / Square One Shopping Centre ambassador through various professional interpersonal interactions such as OxComm, email, phone and in person
• Answering, screening, and forwarding any in-person or tenant inquiries while providing general information as needed
• Coordinate service requests and follow up, assign/close work orders, review and approve riser room access requests within the Oxcomm and MRI Angus system
• Booking of board/meeting rooms for the Senior Manager, Operations, and the Operations leadership team. Ensuring board/meeting room requests are met, and support the coordination of catering, room set-up
• Outlook inbox and calendar management for Senior Manager, Operations
• Completing and submitting expense reports for the Senior Manager, Operations and other management staff as required.
• Coordinating travel and related items for the Senior Manager, Operations
• Attend various meetings and assist Senior Manager, Operations where necessary. This includes ensuring all outstanding items as they relate to ongoing projects/ initiatives remain on track and minuting such meetings for future reference
• Organize and coordinate with the Senior Manager, Operations, team events, property tours
• Coordinate and plan various operational staff training sessions and staff meetings
• Assist Senior Manager, Operations, with budget and financial presentations including preparation of PowerPoint slides
• Providing support, when required, to work with the Senior Manager, Operations, coordinate all Labour Consultation Meetings with Teamsters and Square One representatives.
• Accounts Payable: Vendor set up for all items related to the Operations Department. Invoice coding using Basware for all items related to Square One Operations
• Assist the Square One Operations leadership group with special projects
• Coordinate travel bookings for Senior Manager, Operations
• Meet regularly with the Senior Manager, Operations to organize and update To-Do list
• Keep up to date with Oxford accounting policies for operations (example; purchase order requirements, contractor tender process, etc.)
• Minute meetings in quick and dynamic environments, as required
• General duties, as required

TO SUCCEED IN THIS ROLE, YOU HAVE:

• Minimum 3 years proven working experience in similar level administration roles
• Shopping centre administration or retail real estate experience preferred
• A University Degree or College Diploma
• Proficient with Microsoft Office Suite
• Professionalism in dealing with customers, internal staff, contractors and visitors
• Excellent verbal and communication skills. High attention to detail in a fast-paced environment
• Resourceful and proactive in dealing with issues that arise
• Ability to organize, multi-task, prioritize and work under pressure
• Quick learner