Site Administrator

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Job Details:
Company: City Sites Property Management
Position:  Site Administrator
Location: GTA
Date Posted: 2018-09-07
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


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

• 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

• 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


• 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

• 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