Job 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.

OVERVIEW

The objective of Oxford Properties Group multi-residential property management is to provide a unique, industry-differentiating customer experience, through the relentless pursuit of superior customer satisfaction, innovation in marketing, leasing, staff professionalism, technology utilization, and property operations.

The primary function of the Assistant Resident Manager - Furnished Suites is to support the Residential Services Centre and Furnished Suites Operations; be the first point of contact for residents, prospects and trade personnel and administrative support for the Furnished Suites. In fulfilling this function, as a front line employee, it is imperative that the Assistant Resident Manager - Furnished Suites provides an industry-differentiating customer experience to all they come in contact with.

A positive attitude within a learning environment is essential, and participation in company training and development workshops/seminars will be necessary for continued development.

RESPONSIBILITIES

Customer Service:

• Professionally and courteously handle telephone and walk-in inquiries.
• Meet and interact with both Furnished and Unfurnished Suite residents, prospective residents, internal and external customers in a courteous and professional manner.
• Maintain excellent relationships with Furnished Suite residents through regular contacts and proactive attention to their needs.
• Assist with overseeing Reception Area standards: Reception desk, waiting area, restroom, marketing and operational supplies and replace at reception from time to time (lunch time coverage, sick days etc.).
• Maintain an overall focus on enhancing the customer experience.
• Promote a strong sense of community.

Administration and Reporting:

• Greet visitors, assess needs and, if required, direct them to the appropriate administrative personnel.

• Be knowledgeable about the community at large, property amenities, pricing and incentive programs, and availability in order to respond to leasing queries in the absence of leasing personnel.

• Ensure all phone messages and e-mails are responded to by end of each business day.
• Assist with Furnished Suite rent collection efforts, including accepting, processing and reconciling rental payments, EFT registration, placing rent reminder calls and preparing rent reminder notices.
• Assist with the Administration of resident communication and / or needs, including creation, delivery and posting of notices.
• Assist with the administration of LaCite's internal customer service / maintenance tracking system to ensure service deliverables are met.
• Assist with elevator reservation coordination.
• Participate in resident satisfaction calls and overseeing the satisfaction survey management.
• Assist with the key administration for move-ins and move outs.
• As required, conduct viewings of the property and suites with prospective residents.
• As required, participate in open houses or FS events.
• As required, participate in monthly market information gathering.

• Assist with the updating of the voicemail greeting as required. The greeting must be clear, concise and enthusiastic and scripted according to company policy.
• Be flexible with lunch and break times in order to meet the needs of the reception area.

• Assist with maintaining the administration phone directory
• Assist with the maintenance of the First Aid kit supplies and be familiar with and adhere to the company's Health and Safety policy.
• Assist with the maintaining the administrative process of the security reports.
• Assist with maintaining mail log and related responsibilities.
• Responsible for office and Furnished Suites supplies inventory and ordering utilizing the Purchase Order system.
• Responsible for "Tenants Comments" records management.
• Assist with the coordination and execution of the of the Furnished Suite move-in and move-out process.
• Participate in the Furnished Suite turnover process (Pre-vacate, vacate, suite preparedness and move-in inspections).
• Responsible for overseeing the functionality of the Furnished Suite internet, cable and telephone.
• Oversee BookingCenter System reports to ensure accuracy.
• Participate in special projects from time-to-time as assigned by the supervisor.

REQUIREMENTS

• A passion for excellence in customer service delivery.
• The ability to work independently with a flexible schedule that includes evenings, weekends and holidays.
• Good written and oral English and French communication skills.
• Strong interpersonal skills.
• Working knowledge of MS Office products: Word, Excel, PowerPoint.

• Detail-oriented; problem solving - passion to serve, passion to ensure deliverables are met.
• Self starter with high degree of initiative, creativity and flexibility.
• Sales or reception experience an asset.
• Post Secondary education preferred.

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$70 billion of assets across four continents on behalf of their investment partners. Oxford's owned portfolio encompasses office, logistics, retail, multifamily residential, life sciences and hotels; it spans more than 150 million square feet 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 100 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, visit

OMERS 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.

Vaccination Policy

At OMERS and Oxford the office or worksite is our primary place of work. We are committed to providing work environments which promote the health, safety and well-being of all employees in accordance with public health regulation and guidance. Accordingly, employees are required to provide evidence of full vaccination or have an approved exemption.