Site Administrator

The Site Administrator serves as the primary on-site representative for assigned condominium properties, providing comprehensive administrative support and resident services. This role acts as the first point of contact for residents, board members, and service providers while ensuring smooth daily operations and maintaining high standards of customer service.

Liaising with residents, contractors, and vendors in person, by phone and by email

Organizing, sorting, and distributing incoming and outgoing mail/couriers

Filing and maintenance of condominium corporation records

Ordering and maintaining office supplies

Preparation of notices and correspondence, and posting accordingly under the Condominium Manager's supervision

Processing common element assessment fees, including facilitating the collection and recording of payments

Compiling arrears information and sending corresponding notifications under the Condominium Manager's supervision

Processing payables, including preparing purchase orders and cheque requisitions, and ensuring all cheques are reviewed by the Condominium Manager/Assistant Manager prior to disbursement

Sending out signed cheques to the vendor directly or to Head Office Accounting, as applicable

Reconciling invoices with purchase orders, coding according to account codes, and preparing for the Condominium Manager's signature

Overseeing bookings of various facilities as applicable (i.e. elevator, party room, guest suites, etc.)

Resident file administration and maintenance of the resident's registry

Processing and maintenance of other registries as applicable (i.e. enterphone system, key and access fob issuance, bike storage, storage lockers, etc.)

Preparation of legal forms (i.e. status certificates, lien notices, etc.) under the Condominium Manager's supervision

Set up and tear down for meetings (i.e. Board meetings, Annual General Meetings, Residents' Meetings, etc.)

Attending meetings to register attendees as required