Administrative Coordinator (1-Year Contract)

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. Know someone at OMERS or Oxford Properties? Great! If you're referred, have them submit your name through Workday first. Then, watch for a unique link in your email to apply. We are looking for a highly motivated Administrative Coordinator to join our retail team located at Square One Shopping Centre in Mississauga on 1-Year contract. In this role, you will be responsible for providing 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. Please note that this is a temporary fixed-term contract position with an anticipated duration of 12–14 months . The final contract length will be determined based on the successful candidate’s start date and business needs. 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 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 Required Skills & Experience Minimum 3 years proven working experience in similar level administration roles Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and Adobe Professionalism in dealing with customers, internal staff, contractors and visitors Excellent verbal and written communication skills Strong organizational skills with the ability to effectively prioritize, manage multiple tasks, and perform well in a fast-paced environment. Demonstrated ability to quickly learn, adapt to, and utilize new systems, applications, and technologies Preferred Skills & Experience A University Degree or College Diploma (Business Administration, Real Estate, or a related field preferred) Shopping centre administration or retail real estate experience preferred Experience with property management software (e.g., Yardi, CMMS) is an asset Resourceful and proactive in identifying, troubleshooting, and resolving issues as they arise #IND1 #IDOAC This posting is for an existing vacancy. The expected salary range for this position is $50,000 to $60,000 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.