Bilingual Site Administrator

6 months ago

Ottawa, Canada Osgoode Properties Ltd. Full time

Reporting to the Manager, the Bilingual Site Administrator supports the general administration of multiple offices in the National Capital Region.

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; specifically:

- Handle all inquiries, feedback, complaints, or concerns professionally and courteously
- 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 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
- 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 Manager/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
- Strong communication and written skills in English and French
- 2 to 3 years of experience in office administration, property management, sales, or customer service
- General knowledge of landlord and tenant legislation
- 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.

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