Administrative Coordinator

OMERS / Oxford Properties Group; Toronto; On-site; CAD 48,000 - 58,000; Full time

Benefits offered by this job

Group benefits

Retirement plans

Annual incentive

Job summary

OMERS / Oxford Properties Group seeks a Receptionist for Scarborough Town Centre Management Office in Toronto. You will be the first point of contact for visitors, answer inquiries, and provide general administrative support across the organization.

Responsibilities include greeting visitors, routing requests, processing mail, coordinating room bookings, and assisting with budgeted office tasks. Prior experience in mall or property administration is preferred.

Qualifications

• Minimum 3 years of proven working experience in similar higher-level administration roles (preferably in shopping centre administration).
• University Degree or College Diploma required.
• Excellent verbal and written communication skills with high attention to detail.

Responsibilities

• Greet visitors and manage the flow of people to the Management Office.
• Answer inquiries by phone and in person and provide general information.
• Maintain security, log tenant cheques, and support office operations.
• Coordinate room bookings and arrange boardroom setups and catering.
• Handle mail, deliveries, and office supplies; support budgeting and clerical tasks.
• Assist with event planning and executive support for the management team.

Skills

3+ years experience

MS Office

Excellent communication

Attention to detail

Education

University Degree or College Diploma

Tools

Microsoft Office Suite

PowerPoint

Job description

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.

This position is responsible for providing a consistent, first class experience to all those that come in contact with the Scarborough Town Centre Management Office. Reporting to the Senior Property Manager, this role will be the first point of contact for the Scarborough Town Centre management office visitors and will entail support to the management team. As the main office Receptionist, you will be the first point of contact for the Scarborough Town Centre Management Office and will provide general administrative support across the organization. You will handle the flow of people through the business and ensure that all responsibilities are completed accurately, delivered with high quality in a timely manner.

• Demonstrating professionalism in a consistent manner that supports inclusion, ensures confidentiality, and exemplifies the Oxford Way Acting as an Oxford /Scarborough Town Centre ambassador through phone and inter-personal interactions
• Answering, screening, and forwarding incoming phone and in-person inquiries while providing general information as needed
• Greeting all office visitors, determining the nature of their visit, and directing them accordingly
• Maintaining security of the Management Office by following procedures and controlling access
• Receiving, sending, and sorting daily mail/deliveries/couriers, and tracking usage
• Updating and maintaining telecommunication system for office and tenant listings
• Managing order process for departmental office supplies while exercising budget control
• Coordinating and stocking office supplies, equipment, and daily responsibilities of the kitchen and it’s items within the Management Office.
• Assisting the Office Coordinator with receiving and logging tenant cheques
• Acting as a backup to the Office Coordinator role and duties
• Supporting all managers, including inputting expenses and Basware coding
• Booking of board/meeting rooms.
• Ensuring board/meeting room requests are met, and support the coordination of food orders, room set-up
• Distribution of tenant communication items, and complete with tenant collection/input of tenant sales, and insurance
• Collaborating with Office Coordinator to support various site initiatives by accomplishing related duties as needed and assigned, including clerical tasks
• Responsible for effectively managing an email inbox

Required Skills & Experience

• Minimum 3 years of proven working experience in similar higher-level administration roles (preferably in shopping centre administration or comparable industry)
• A University Degree or College Diploma
• Proficient with Microsoft Office Suite, including PowerPoint
• Excellent verbal and communication skills.
• High attention to detail in a fast-paced environment.

Preferred Skills & Experience

• Professionalism in dealing with customers, internal staff, contractors and visitors.
• Resourceful and proactive in dealing with issues that arise
• Ability to organize, multi-task, prioritize and work under pressure
• Experience in event planning would be an asset
• Proficient in typing with a high level of speed and accuracy
• Exercises sound judgement and discretion in managing confidential records and sensitive business matters

#IND1 #IDOAC This posting is for an existing vacancy. The expected salary range for this position is $48,000 - $58,000 per year. You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans – details on these elements of compensation are included within OMERS & Oxford offer letters.

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 Purpose@Work committee and employee recognition programs. Artificial intelligence (AI) tools are used to support certain stages of the OMERS recruitment process. While AI assists us in our process, human judgment and decision-making remain central to our candidate experience. We’re committed to: We are passionate about inclusion and advocate for I&D across our network of employees, members and partners We are proud of our commitment to developing a best in class approach to complete wellness for our employees and members We invest in our people, providing them with opportunities so they can develop and grow