Career Opportunities

City Sites Property Management Inc.

Site Administrator

Job Description

CONDOMINIUM ADMINISTRATOR

DEPARTMENT:Operations

REPORTS TO: Property Manager

OVERALL RESPONSIBILITYProvides 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


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