Site Administrator

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

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.

The successful candidate will have 1 plus years of experience in Condominium Property Management, post-secondary education, advanced knowledge of computer and good communication skills.

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;
• Check e-mails, correspondence, faxes and answer or forward as required and report to the Condominium Manager, seek instructions and comments 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 are invited to submit a résumé and cover letter outlining how their skills, experience, and qualifications align with the requirements of the position.

Compensation for this position is determined based on skills, experience, and qualifications and falls within the posted range.

This posting represents a current vacancy. Interviews may begin as early as suitable candidates are identified.

Our organization is committed to fostering an inclusive and diverse workplace and encourages applications from all qualified individuals. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, accommodations are available throughout the recruitment and selection process. Applicants requiring accommodation may contact Human Resources at any stage of the process.

Please note that elements of the recruitment process may involve the use of automated or artificial intelligence–based tools to support candidate screening or evaluation. All hiring decisions are subject to review by qualified personnel.

Applicants who are interviewed will be notified of the outcome of the recruitment process within a reasonable timeframe following the final interview, in accordance with the Employment Standards Act, 2000.

Job Type: Full-time

Pay: $38,000.00-$40,000.00 per year

Benefits:

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

Education:

• Secondary School (preferred)

Experience:

• Administrative : 1 year (required)

Work Location: In person