Condominium Property Administrator

**Property Administrator** **- Job Description**

The Property Administrator works under the direction of the Property Manager to oversee the administrative operations of the assigned portfolio. He or she will assist the Property Manager and is responsible to meet all contractual obligations and deliverables as well as achieving or exceeding the company's and client's key performance indicator targets.

As a member of the property management team, **the key responsibilities of the Property Administrator include but are not limited to**:
**1. Office/Administrative Duties**
- Answering of telephone
- Handling of all walk-in traffic, including resident inquiries
- Keeping all owner’s information lists up to date with staff and head office
- Updating listings on intercom board when residents move in and out
- Booking of service elevator for moves and large deliveries
- Sending suite entry notices to residents for work to be done or entry required for other reasons
- Setting up party room bookings, collecting payments, arranging cleaning of the room, and hiring of Security Guard (when required)
- Posting notices (once approved by Property Manager) in common areas to advise residents of major work being done or reminders of building rules
- Issuing periodic surveys to residents, as requested by Board, to ascertain resident’s opinions
- Issuing of replacement access cards and remote controls when lost or damaged, and collecting money for this when required
- Addressing owner’s complaints and concerns and issuing letters with assistance from the Property Manager when required
- Providing year-end information requested by auditors and assisting with audit preparation
- Compiling and keeping an up-to-date list of all residents who require assistance in case of emergency
- Processing and inputting of invoices and assist with account coding
- Banking functions, including deposits (if applicable)
- Keep log of registration of bikes stored in bike rooms if applicable
- Arranging pest control treatment in suites when required
- Issuing keys to trades working within the building, and some supervision of duties (in conjunction with Superintendents)
- Filing all correspondence
- Keeping office files organized and updated. Updating any policies & procedures with respect to the ACMO Certification
- Completion of PICS, NOICS, Annual Returns for the CAO as required
- Reviewing security surveillance footage when problems arise in the building when required

**2. Board Meetings**
- Attendance at monthly Board Meetings (if requested by manager) and preparation of Minutes of the Meeting, as well as follow-up on Board’s requests (separate remuneration for attendance at evening meetings). (Where applicable)
- Annual General Meeting - ordering of chairs, coffee urns etc., setting up room for meeting, signing in owners, arrange for a Minute Taker to do the recording and typing of the Minutes of Meeting, follow-up on owner’s concerns (separate remuneration received for attendance at meeting preparation of Minutes)
- Attendance at periodic owner’s information meetings, as set up by the Board of Directors. Taking notes at meeting and following up on suggestions and concerns. (When requested). (Separate remuneration received for attendance at meeting preparation of Minutes, if applicable)

**3. Control of Expenditures**
- Allocating work orders to Superintendents for ensuite and building repairs
- Ordering of supplies for building and office after receiving Property Manager’s authorization

**TERMS OF REFERENCE FOR SITE-ADMINISTRATORS**

**4. Control of Condominium Fee Collection, Suite Availability**
- Collection of monthly common element fee payments
- Reviewing unpaid report and providing information to Property Manager
- Issuing letters to owners with regard to unpaid fees

**5. Parking Control**
- Doing vehicle searches on unidentified cars on the property
- Keeping up-to-date parking information on all residents, and advising head office and Security Guard of parking changes
- Issuing visitors parking passes if required

**Skills and Experience**
- Completed a post-secondary degree/diploma in a related field
- Strong communication skills, both verbal and written
- High attention to detail
- Previous experience using YARDI is considered an asset; the ability to learn and quickly grasp new technology/systems is required
- Advanced computer skills are considered an asset
- Thrive in a fast paced, high-volume work environment that constantly evolves and adapts
- Embrace collaborative sharing of knowledge within a team environment
- Driven to achieving results and continuously striving to deliver highest performance through creative thinking
- Capable of building and maintaining harmonious relationships

*Competitive compensation based on experience*

**Salary**: From $50,000.00 per year

**Benefits**:

- Extended health care

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- Condominium Property Administrator