Choose a workplace that empowers your impact.
Know someone at OMERS or Oxford Properties?
Why join us?
Operations
- 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
- 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
- Manage tenant request system (OxfordMaxxSupport.com) reviewing, monitoring, and closing requests as required
- Attend and maintain minutes for all Operational, Security, Leasing, Elevator and Health \& Safety meetings
- Work with building operators to manage inventory and ongoing operational item replacements
- Work with painting vendor to manage bi-monthly common area painting refresh
- Manage inventories of Oxford storage rooms, site keys, emergency supplies
- Track expiries and assist in renewal of operational service contracts
Financial Management
- Process Capital, Operational, Leasing, Construction (including holdbacks), and Tenant allowance payments through Basware invoicing system for approval
- Reconcile Monthly tenant billing for services administered by Brookfield and charged to TD Canda Trust Tower tenants
- Input monthly Client Service Forms from Security into Angus for billing
- Manage purchase order process to ensure receipt of work and payment
- Manage purchase orders, all other aspects of site payment processes and vendor setup as needed
- Assisting with the preparation and tracking of Tenant chargebacks
- Provide input to assistant property manager for completion tenant chargebacks, monthly operating and capital accruals.
Office Administration
- Maintaining all contact lists: Tenant, Vendor, Emergency (Red Flag) and assist with customer notice distributions to tenants for events and upcoming operational activities
- Office coordination - order office supplies, maintain the office, boardroom as needed
- Deposit rent cheques, check mail daily, and arrange for interoffice courier services.
- Event support for internal team events, tenant private events in building's vacant suites, and Community Manager initiatives
Qualifications
- Post-Secondary Diploma or Certificate preferred
- 2-3 years previous experience in similar position
- Proficiency in MS Office suite of programs
- Experience with Basware and Angus Anywhere is an asset
- Basic knowledge of building operation systems
- Exceptional organizational skills, ability to multi-task and self-manage competing priorities, and capability to meet tight deadlines and urgent demands
- Strong attention to detail and accuracy
- Excellent customer service, interpersonal and written and verbal communication skills
