Building Operations Coordinator

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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.

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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.

161 Bay - TD Canada Trust Tower is seeking a superior Building / Operations Coordinator to ensure the building is performing at exceptional levels daily.

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. If you are a polished problem solver with a can-do attitude this is the right job for you.

Responsibilities:

Operations

1. Coordinate site access & manage permit paperwork (insurance, WSIB, fire protection, hot work, bin bookings, after-hours HVAC etc.), required of requests for construction, security, base building vendors, and tenant vendors.
2. Coordinate recurring operational activities (window cleaning, life safety inspections, elevator maintenance, security) with Brookfield/CBRE, external vendors, internal team and manage the required communications to tenants.
3. Manage tenant request system (OxfordMaxxSupport.com) reviewing, monitoring, and closing requests as required.
4. Attend and maintain minutes for all Operational, Security, Leasing, Elevator and Health & Safety meetings.
5. Work with building operators to manage inventory and ongoing operational item replacements.
6. Work with painting vendor to manage bi-monthly common area painting refresh.
7. Manage inventories of Oxford storage rooms, site keys, emergency supplies.
8. Track expiries and assist in renewal of operational service contracts.

Financial Management

1. Process Capital, Operational, Leasing, Construction (including holdbacks), and Tenant allowance payments through Basware invoicing system for approval.
2. Reconcile Monthly tenant billing for services administered by Brookfield and charged to TD Canada Trust Tower tenants.
3. Input monthly Client Service Forms from Security into Angus for billing.
4. Manage purchase order process to ensure receipt of work and payment.
5. Manage purchase orders, all other aspects of site payment processes and vendor setup as needed.
6. Assisting with the preparation and tracking of Tenant chargebacks.
7. Provide input to assistant property manager for completion tenant chargebacks, monthly operating and capital accruals.

Office Administration

1. Maintaining all contact lists: Tenant, Vendor, Emergency (Red Flag) and assist with customer notice distributions to tenants for events and upcoming operational activities.
2. Office coordination - order office supplies, maintain the office, boardroom as needed.
3. Deposit rent cheques, check mail daily, and arrange for interoffice courier services.
4. Event support for internal team events, tenant private events in building’s vacant suites, and Community Manager initiatives.

Qualifications:

1. Post-Secondary Diploma or Certificate preferred.
2. 2-3 years previous experience in similar position.
3. Proficiency in MS Office suite of programs.
4. Experience with Basware and Angus Anywhere is an asset.
5. Basic knowledge of building operation systems.
6. Exceptional organizational skills, ability to multi-task and self-manage competing priorities, and capability to meet tight deadlines and urgent demands.
7. Strong attention to detail and accuracy.
8. Excellent customer service, interpersonal and written and verbal communication skills.

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.