Administrative Coordinator - #189692

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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?

We are looking for a highly motivated Administrative Coordinator to join our retail team located at Square One Shopping Centre in Mississauga. Reporting to the Director, this role will be responsible for providing administrative support to both the Director (75%) and Senior Property Manager (25%). Other duties would include supporting the Director on a variety of administrative duties related to managing and operating Square One Shopping Centre.

You will be a key member of an engaged, high-reaching/performing team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate, and valuing customers as genuine 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
• Booking boardrooms and meeting rooms. Ensuring board/meeting room requests are met, and support the coordination of food orders, room set-up, etc.
• Assist the Director, Senior Property Manager (SPM) and Assistant Property Manager (APM) on team events, property tours, etc., when required
• Taking, refining and distributing meeting minutes for meetings involving the Director and Senior Property Manager in a quick and dynamic environment
• Assist the Director in administrative duties related to daily operational requirements/ responsibilities
• Assist the SPM in administrative duties related to daily operational requirements/ responsibilities
• Attend various meetings and assist the Director 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
• Organizing and planning catering and boardroom set up for higher level meetings that include the Director or SPM (i.e. co-owner meetings)
• Vendor set-ups in Vendor Workflow
• Coordinate bi-annual departmental front line staff lunches with SQ1 Senior Management (Food for Thought). This includes coordination of dates with department supervisors and leadership as well as all catering requirements
• Manage all SQ1 email distribution lists with Service Desk and SQ1 Managers
• Manage Concur expense reports for the Director and SPM
• Manage travel arrangement for Director and SPM when necessary
• Manage and monitor Director’s emails and inbox requiring a high level of discretion and confidentiality
• Manage Director’s calendar. This includes creating meeting invites, accepting meetings, ensuring the calendar is not double booked and managing Director’s time
• Daily meeting with the Director to update To-Do lists and review priority and ancillary items
• Coordinating and catering the annual full SQ1 staff meetings. This would include presentation creation (PowerPoint) and coordinating with presenting departments
• Coordinate with internal stakeholders for all high-level meetings occurring onsite at Square One. This includes scheduling, boardroom reservations, IT support, catering etc.
• Ensure seamless employee onboarding for direct reports under the Director and SPM
• Basware coding and entry of invoices for the Director and the Marketing Department
• Assist SPM and APM on Cause Framework and Purpose @ Work events when needed
• Be responsible for ensuring all Cause Framework KPIs are entered into the Cause Framework tracking document
• Assist the Director and SPM with special projects as needed
• Assist the Marketing Department and APM with the coordination of large stakeholder events, immersive experiences, and friends and family events
• Assist Director in managing meetings and tours related to the other Oxford properties reporting to him. Ensure that workstations at these properties are booked prior to his site visits
• Support the marketing team with administrative tasks, including invoicing, vendor workflow setup, managing Basware processes, and following up on invoices with third-party vendors.
• Track, organize and deploy WEN notifications for in-store retailer events internally
• Share and maintain the SQ1Now calendar and postings for Marketing and Specialty Leasing
• Coordinate various event logistics such as boardroom/venue booking, catering, and managing attendee list as required by Marketing
  
  

To Succeed In This Role, You Have

• Minimum 3 years of proven working experience in similar higher-level administration roles
• Minimum 3 years in shopping centre administration or comparable industry
• A University Degree or College Diploma
• Proficient with Microsoft Office Suite, including PowerPoint
• 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
• 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
  
  

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.