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Site Administrator

4 weeks ago

Toronto, Canada DUKA Property Management Full time

Property Management company currently has a **Site Administrator** position available for Residential condominium in **Toronto Downtown**.

Site Administrator reports directly to the Condominium Manager and is responsible for providing friendly, courteous assistance to owners and trades of the corporation. The Site Administrator is required to work independently with the least amount of supervision. The Site Administrator is expected to develop a good working rapport with owners and trades. A diplomatic professional attitude must be maintained at all times when dealing with the public and owners of the Corporation.

Below are the outlines of the Site Administrator responsibilities (including but not limited to):

  • Communicate and get instructions from Condominium Manager and report to him/her on a daily basis;
  • Answer and maintain a record of all phone calls and take detailed messages as needed;
  • Communicate with the Board of Directors as instructed by the Condominium Manager;
  • Greet all clients, visitors, unit owners, residents/tenants, contractors and people dropping by the company and ensure the needs of each person are met;
  • Oversee and work in a professional manner with superintendents, cleaners, security officers with the daily affairs of the condominium corporation;
  • Assist and record on log sheets all various complaints/concerns and needs of our clients on a daily basis;
  • Resolve administrative problems and inquiries;
  • Prepare written responses to routine enquiries;
  • Monitor and maintain office supplies inventories (make orders to Suppliers as needed as per the Property Manager’s instructions);
  • Fax, scan and copy various documents as required;
  • Compose and process various documents, reports and correspondence to unit owners, residents/tenants, Board of Directors and Contractors as and when required;
  • Maintain soft and hard copies of letters, correspondence, memos, requests, notices, etc. and keep them filed in an organized manner;
  • Update and maintain databases such as: owners’ lists, contract summary, service agreements, site information, liens’ record, contracts renewal and expiry lists on a daily/weekly basis/ as required;
  • Book party room for residents as per policy, coordinate with the concierge and cleaning company;
  • Obtain quotations and specifications from contractors, co-ordinate all paper work and create spreadsheets for comparisons, in preparation for Board meetings as per the Condominium Manager’s instructions;
  • Ensure preparation of AGM packages as per instructions of Condominium Manager;
  • Perform periodic site inspections including checking the overall appearance, deficiencies, landscaping, fire equipment, utilities rooms, garbage rooms etc. as per the Condominium Manager’s Instructions.

**Application Process**

Applicants should submit a résumé and cover letter outlining how they meet the specific requirements of the position.

**Job Types**: Full-time, Permanent

**Salary**: $35,000.00-$40,000.00 per year

**Benefits**

  • Dental care
  • Extended health care
  • Paid time off
  • Vision care

Schedule

  • 8 hour shift
  • Day shift

COVID-19 considerations

Please note that this is not a remote position. Deemed an essential business by the Government of Ontario, we are continuing to operate in an office setting. We provide PPE, increased air filtration and have implemented physical distancing measures.

**Experience**

  • Administrative: 1 year (preferred)