Site Administrator

LOCATION:
Richmond Hill, ON EMPLOYMENT TYPE: Full-Time

Key Responsibilities
Administrative & Property Operations:
- Provide administrative and operational support to the Property Manager and ensure accurate maintenance of property records.
- Prepare resident packages, ownership documentation, Status Certificates, work orders, purchase orders, and related correspondence.
- Maintain records for resident accounts, keys, fobs, lockers, mailboxes, parking, preventative maintenance, and building personnel.
- Coordinate maintenance requests, contractors, service providers, quotations, supplies, and repairs.
- Review invoices and supporting documentation and submit for approval in accordance with established procedures.
- Assist with property inspections and coordinate maintenance activities as required. Secretarial & Office Support:
- Provide day-to-day administrative and secretarial support, including preparing correspondence, reports, financial documents, meeting materials, and minutes.
- Maintain organized and up-to-date owner, personnel, financial, and property files.
- Manage incoming and outgoing correspondence, work orders, purchase orders, and vendor communications.
- Assist with budget preparation, monthly reporting, cheque requisitions, and other financial administration.
- Support Board and Annual General Meetings, including notices, minutes, recording secretary, and scrutineer duties as required. Resident Relations:
- Serve as a professional first point of contact for residents, owners, contractors, and the public.
- Respond to inquiries, complaints, and service requests and coordinate timely follow-up and resolution.
- Escalate significant concerns to the Property Manager and assist with urgent matters in their absence. Accounts Receivable & Payable:
- Process common expense and resident payments, monitor arrears, issue notices and invoices, and prepare aging reports.
- Assist with lien documentation and coordinate with legal counsel in accordance with Board policies and applicable legislation and CMRAO requirements.
- Review and process approved invoices, reconcile recoverable expenses, and prepare payroll timesheets.
- Maintain accurate financial records and supporting documentation. Professionalism & Service:
- Maintain a professional image and comply with company policies, procedures, and applicable regulations.
- Deliver responsive, high-quality service to residents, owners, Board members, vendors, and other stakeholders.
- Manage competing priorities effectively while supporting the Property Manager and building operations.
- Demonstrate initiative, sound judgment, problem-solving skills, and a collaborative approach. Qualifications &

Experience:
- Previous experience in property management, condominium administration, office administration, or a related field is an asset.
- Experience working in a condominium or residential building environment is preferred.
- Previous experience as a Superintendent, Security Officer, or in a similar building operations role would be considered a strong asset.
- Strong organizational, communication, customer service, and problem-solving skills.
- Ability to manage multiple priorities and work effectively with residents, contractors, vendors, Board members, and the Property Manager.
- Working knowledge of Microsoft Office and general administrative and financial processes.
- Knowledge of condominium operations and applicable CMRAO requirements is an asset.