Condominium Administrator

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Job Details:
Company: City Sites Property Management
Position: Condominium Administrator
Location: GTA
Date Posted: 2018-06-18
Job Description:
DEPARTMENT:       Operations

REPORTS TO:         Property Manager

 

OVERALL RESPONSIBILITY
Provides support to the property manager in the day-to-day operation of the portfolio

 

KEY AREAS OF RESPONSIBILITY


(A) RESIDENT INFORMATION

  • Maintain PC Based Owner/Resident Information Registry
  • Maintain Hardcopy Owner/Resident Information Files
  • Maintain Unit Owner Contact List
  • Maintain Vendor Contact Information

 

(B)  ADMINISTRATION

  • Open/Close Management office daily
  • Draft all Owner/Resident communication materials, for review by the Property Manager
  • Ensure timelines and accuracy of Owner/Resident communication materials
  • Maintain unit files with original letters received and responses from property manager
  • Obtain reports from Concierge Desk/Gatehouse
  • Highlight anything requiring manager’s attention
  • Obtain and file completed reports such as parking permits, notes, keys, etc.
  • Prepare a list of repairs for the Superintendent, i.e., garage door repairs, resident’s complaints, etc.
  • Maintain corporation files including off-site storage
  • Monitor bulletin boards on a regular basis
  • Post new notices and remove old notices as necessary
  • Supply Requisition
  • Mail Processing
  • Maintain a contract service log
  • Under the guidance of the Property Manager, establish and maintain a professional working relationship with all owners and residents within the building(s)
  • Process all potential insurance claim reports for review by Property Manager
  • Receives incoming requests from residents via phone, email or in-person
  • Maintains high level of customer service in all aspects of communication

 

(C)  ACCOUNTING

  • Process monthly maintenance cheques and forward to Head Office for deposit
  • Follow up on late payments, NSF cheque returns and outstanding chargebacks
  • Maintain insurance binders for vendors (+WSIB) to ensure that all requirements are being met
  • Assists with contractors’ queries and correspondence.
  • Assists in the tendering process for supplies and services and coordinates specifications and tendering of contracts
  • Maintain working knowledge of budget and account allocations and general ledger coding
  • Assist in invoice processing by matching to purchase orders and assign appropriate general ledger code
  • Cheque preparation
  • Monitors the collection of common element assessment payments and undertakes the collection efforts, providing monthly reports on the status of accounts receivable
  • Prepare arrears letters and correspondences with unit owners
  • Respond to owners and Corporate Accounting staff regarding accounts receivables
  • File copies of unaudited financial statements and audited statements

 

(D)  Facility Bookings

  • Book guest suites and schedule with Concierge and Cleaning Staff
  • Book party room and schedule with Concierge and Cleaning Staff
  • Book elevator for deliveries and moves. Manage security deposits and Concierge damage checklist

 

QUALIFICATIONS

(A)  EDUCATION  & EXPERIENCE

  • Post-secondary education an asset
  • Proficient with Microsoft Office
  • Preferred completion of, or enrollment in ACMO RCM program
  • 3 to 5 years previous experience in a property management, customer service, project management or office administration

(B) SKILLS 

  • High level of computer skills
  • Attention to detail
  • Strong organizational skills
  • Excellent communicator, oral and written; multilingualism an asset
  • Superior interpersonal and customer service skills

Please submit resume to Toula Kosmopoulos at info@citysitesmanagement.com