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.Reporting to a Vice President, San Francisco Office, this position will be the face of Oxford for the San Francisco Region and will maintain a high level of customer service and Administrative Activities.The Administrative Assistant / Office Assistant will be responsible for assisting with the management of the office, Administrative Assistance support for four senior level employees, and general support for the other employees. The primary job function includes but is not limited to office management, administrative support, and customer service.Responsibilities:Office ManagementMaintain clean and professional appearance of reception, kitchen and general officeGreet visitors, accept deliveries, distribute mailOrganize catering services, printing meeting materials and assist with conference calls set-up as requestedOversee copy machines to ensure working properly including ordering paper and toner supplies. Partner with IT support to log service calls for repair as needed. Open IT support tickets as requested for the teamMonitor and order office and kitchen suppliesProcess all regional invoice payments related to the San Francisco office and/or coding invoices utilizing company on-line accounts payable work flow to process payments. Process vendor check, and wire requests as neededPreparing and reforecasting budgets, including tracking office costs throughout the yearPerform as San Francisco office records management coordinator to include understanding, implementing and executing company records retention policies and procedures. Manage local hard copy files and on-line drivesResponsible for the management of all office mailings and courier services to include directing correspondences to and from other properties with the regional office and managing postage machine and deliveriesAdministrativePrepare/book travel and complete expense reports for senior employees as well as general administrative support for the San Francisco officeRegister the team for events, seminars, conferences and organizing agendasCoordinate the planning of the region’s external meetings and social events such as seasonal outings, town halls and holiday partiesPartner with Finance colleagues to assist with monthly accruals and variance reports. Assist with quarterly reforecast and headcount reports, annual budgets and managing the G&A budgetPrepare and format information for internal and external distribution, including meeting minutes, letters, memos, reports and presentationsRecords management – responsible for setting up and managing both electronic and paper filing systems. As well as taking steps to maintain company compliance with record keeping policiesPerform other clerical duties such as obtaining signatures, filing, photocopying, collating, faxing etc.Candidate Requirements:Strong communication skills both written and verbal4+ years of administrative or office experience. Bachelor’s degree preferred but not required with appropriate alternative experience and/or training.Advanced Microsoft Office skills, including Word, PowerPoint, and ExcelExperience working with expense management and accounting software a plusAbility to both work independently and collaboratively as a teamStrong analytical skills and attention to detailExcellent time and project management skills with a proven ability to meet deadlinesFlexibility and willingness in taking on new tasks and projects outside of day-to-day activitiesFlexibility to work off hours to assist with any emergency travel itineraries and calendar changesThe annualized base salary ranges for the primary location and any additional locations are listed below. The base salary that is ultimately offered to the successful candidate will consider a wide array of factors including but not limited to the individual’s skill set.Primary location: CaliforniaPrimary Location Base Pay Range: $65,000.00 - $85,000.00You 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.Our story:Oxford Properties Group (“Oxford”) is a leading global real estate investor, asset manager and business builder. It builds, buys, and grows defined real estate operating business with world-class management teams. Established in 1960, Oxford and its portfolio companies manage approximately C$87 billion of assets across four continents on behalf of their investment partners. Oxford’s owned portfolio encompasses office, logistics, retail, multifamily residential, life sciences, hotels, alternatives and credit in global gateway cities and high-growth hubs. A thematic investor with a committed source of capital, Oxford invests in properties, portfolios, development sites, debt, securities, and real estate businesses across the risk-reward spectrum. Together with its portfolio companies, Oxford is one of the world’s most active developers with over 80 projects currently underway globally across all major asset classes. Oxford is owned by OMERS, the Canadian defined benefit pension plan for Ontario's municipal employees.For more information on Oxford, visitOMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.
