Customer Service - Toronto, Canada - Oxford Properties

Oxford Properties

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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.

Why join us?

We are looking for a highly motivated Customer Service & Accounts Payable Coordinator to join the Metro Centre team.

In this role, you will support the Real Estate Management Team in the day-to-day operation of Metro Centre Portfolio, reporting to the Assistant Property Manager.

The successful incumbent will be personable, professional and demonstrate exceptional customer service skills with a focus on multi-tasking and accuracy.

You will be a key member of an engaged, high-reaching 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.

Customer Service Excellence

Build and maintain positive tenant relationships by living the Oxford Commitment, every day in every interaction.

Answer incoming phone calls, provide assistance and information to callers as appropriate

Administer, monitor and oversee Oxford internal systems 310 Maxx, and organize Property Proud events.

In partnership with 310-Maxx and other members of the team, effectively resolve tenant concerns by clarifying the customer's complaint; determine the cause of the problem; select and explain the best solution to solve the problem; expedite correction or adjustment; follow up to ensure resolution.

Ensure clear communication with all teammates, tenants, and service providers.

Assist with updating tenant communication pieces through Otto by Oxford

Draft and distribute customer notices for customer events and operational activities.

Assist and support with building lobby events

Assist property management team with move-in and move-out logistics upon request.

Accounts Payable Administration

Processing high volume of invoices for operating expenses and capital expenses, including holdbacks, for the Metro Centre portfolio of buildings through Basware

Collecting supporting documents for processing invoices

Advising team for monthly and yearly cut-off, make sure invoices can be posted before cut-off

Implementing company AP policy, especially on invoice processing and vendor setup procedure

Coordinating monthly departmental accruals and assisting Operations Manager with preparation of annual Operating/Capital Budgets and Reforecast reporting.

Maintain utility invoice tracker and upload utility invoices to Measurable software.

Assisting with the preparation and tracking of Department chargebacks and Tenant Allowance payments with Property Administration team

Other

Assist with special projects and emergency situations as required.

Review and update emergency response (My EOP) guide as required.

Perform daily banking requirements including depositing cheques in a timely manner.

Tracking of contractor Certificate of Insurance documents and maintain a contract tracker.

Ensure office supplies/stationery, kitchen supplies, and other office equipment are ordered to make sure office runs smoothly.

Receive, open, date-stamp and re-direct all in-coming correspondence and coordinate delivery of all outgoing correspondence.

Draft agendas, attend a variety of meetings and maintain precise meeting minutes as required.

Electronic and paper filing.

Maintain/Update the tenant contact list, customer and construction manuals

Oversee the site gift card program which includes generating Oxfords gift cards for customers and the Oxford team and ensuring gift card machines are complaint.

Provide administrative support to Metro Centre management team

Other general duties assigned.

Qualifications:

Post-Secondary Diploma or Certificate preferred

Enrollment or completion in any of the following programs will be considered an asset: Real Property Administrator (RPA) Designation and/or BOMI SMT/SMA.

2- 3 years previous experience in a similar position

Proficiency in MS Office suite of programs. Experience with JDE and Basware is an asset

Exceptional Customer Service skill and mindset

Basic knowledge of building operation systems is an asset.

Exceptional organizational skills, ability to multi-task and self-manage competing priorities, and capabili