Site Administrator

Reporting to the Property Manager or the Portfolio 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 protocolUpdate and maintain information in relevant system (i.e. Mircom, Brivo) and intercom board systemComplete all site filing and scanning Organize and monitor filing systems including paper filing, electronic filing and archivingAssist in entering, maintaining, and auditing resident records in the Yardi database, including lease information, rent collection, rent renewal and resident noticesMaintain 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 PayableSchedule inspections and in-unit work, as requiredWork with Capital Projects team to prepare site and residents for capital projects including preparing notices, site logistics, as needed, and replying to resident queriesUnderstand and adhere to all criteria outlined in the Certified Rental Building program (CRB) and the Crime Free Program (CFMHP), where applicableMaintain parking, locker, and resident registries Prepare lease and move-in packages and move-in boxesOrganize site office and create and/or document systems of organizationAudit electronic files to ensure leases, applications, etc. are scanned and uploaded properlyCollect and process rental payments Coordinate and manage notices for non-payment, rental arrears, annual rent increase and the LTB Maintain site filesTrack pest control issues, schedule treatment, prepare notices, and resident preparation instructionsComplete customer care callsRespond, in a timely manner, to all telephone and email enquiries Handle all inquiries, feedback, complaints, or concerns professionally and courteouslyProvide leasing support, as requestedProvide input, document requirements and support the delivery of training programs with current and new employeesAssist the Building Manager/General Manager with obtaining supplier and contractor quotations, preparing monthly client reports, tracking contract renewal dates, and obtaining updated insurance certificatesPrepare, approve, and track purchase ordersMonitor and contribute to ensure operations are running smoothly in absence of Building Managber/General ManagerAssist with the implementation of the Rental Housing Management Bylaw Requirements or relevant Residential Tenancy Act Requirements as it pertains to:Tenant information packagesSigned documentationRecoding, and filing the packageTenant support registryOther 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 legislationStrong communication and written skills in English and/or FrenchGeneral knowledge of computer software systems, including Yardi and Microsoft Office Suite (Outlook, Word)Ability to work independently and in a team environmentGood 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 backgroundsDisplays a positive work attitude and is enthusiasticGood organizational skillsDesirable skills:Completion of some post-secondary courses in business administration or office systems and proceduresAccess to a vehicle is an asset. Evening and weekend work may be required.This a full-time permanent position. This posting is for an existing vacancy. We would like to thank all applicants, however only those under consideration will be contacted.**Although Osgoode Properties does not use AI tools in the screening of applicants, AI may be used by outside vendors in applicant processing**