
Site Administrator
1 day ago
Reporting to the Building Manager or General Manager, the Site Administrator supports the general administration of multiple site offices.
- The incumbent provides exceptional administrative and operational assistance for the residential buildings and displays a servant-minded approach to interactions with all stakeholders.
**Your new role and responsibilities**:
As a proactive individual, the Site Administrator will provide administrative support to the building; specifically:
- Work in compliance with all governing bodies, inclusive but not limited to all municipal, provincial, and federal tenancy by-law and legislation, building and fire code, and all health and safety protocol
- Update and maintain information in relevant system (i.e. Mircom, Brivo) and intercom board system
- Complete all site filing and scanning
- Organize and monitor filing systems including paper filing, electronic filing and archiving
- Assist in entering, maintaining, and auditing resident records in the Yardi database, including lease information, rent collection, rent renewal and resident notices
- Maintain inventory and order office supplies, pamphlets, and promotional material
- Complete inventory and place orders for collateral and move-in boxes
- Manage personal protective equipment supplies for the site staff (i.e. masks, sanitizer)
- Prepare and log work orders (resident service requests) and change orders, as required
- Review and forward vendor invoices to Accounts Payable
- Schedule inspections and in-unit work, as required
- Work with Capital Projects team to prepare site and residents for capital projects including preparing notices, site logistics, as needed, and replying to resident queries
- Understand and adhere to all criteria outlined in the Certified Rental Building program (CRB) and the Crime Free Program (CFMHP), where applicable
- Maintain parking, locker, and resident registries
- Prepare lease and move-in packages and move-in boxes
- Organize site office and create and/or document systems of organization
- Collect and process rental payments
- Coordinate and manage notices for non-payment, rental arrears, annual rent increase and the LTB
- Maintain site files
- Track pest control issues, schedule treatment, prepare notices, and resident preparation instructions
- Complete customer care calls
- Handle all inquiries, feedback, complaints, or concerns professionally and courteously
- Provide leasing support, as requested
- Provide input, document requirements and support the delivery of training programs with current and new employees
- Assist the Building Manager/General Manager with obtaining supplier and contractor quotations, preparing monthly client reports, tracking contract renewal dates, and obtaining updated insurance certificates
- Prepare, approve, and track purchase orders
- Monitor and contribute to ensure operations are running smoothly in absence of Building Managber/General Manager
- Assist with the implementation of the Rental Housing Management Bylaw Requirements or relevant Residential Tenancy Act Requirements as it pertains to:
- Tenant information packages
- Signed documentation
- Recoding, and filing the package
- Tenant support registry
- Other items that will be required under the new Bylaw.
**Requirements for success**:
- High school equivalent
- 2 to 3 years of experience in office administration, property management, sales, or customer service
- General knowledge of landlord and tenant legislation
- Strong communication and written skills in English and/or French
- General knowledge of computer software systems, including Yardi and Microsoft Office Suite (Outlook, Word)
- Ability to work independently and in a team environment
- Good conflict-resolution skills, ability to deal patiently, tactfully and effectively with emotionally charged situations and a client base with diverse cultural, educational and socio-economic backgrounds
- Displays a positive work attitude and is enthusiastic
- Good organizational skills
**Desirable skills**:
Completion of some post-secondary courses in business administration or office systems and procedures
Access to a vehicle is an asset
This a full-time permanent position. Evening and weekend work may be required.
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