Site Administrator

GENERAL OVERVIEWThe Site Administrator at Harkoda Condominium Services is responsible for providing comprehensive administrative support to the Property Manager. This role includes:Assisting in financial operationsMaintaining recordsHandling resident relationsOverseeing various administrative functions to ensure smooth property managementThe Site Administrator acts as a liaison between residents, vendors, and the Property Manager while maintaining accurate documentation and ensuring compliance with corporate policies and condominium regulations.Important Note: All communications and any work—particularly those classified as regulated activities under the CMSA—must have prior approval from a General License Manager. Routine administrative tasks that do not constitute regulated services may be carried out independently but must still be communicated and documented appropriately, in accordance with the Condominium Management Services Act, 2015, its regulations (O. Reg. 123/17), and CMRAO licensing guidelines.RESPONSIBILITIES1.0 Administrative DutiesPrepare and distribute 'New Resident Packages' to owners' lawyers and maintain ownership documentation.Assist in the preparation of Status Certificates for execution by an officer of the Corporation, ensuring final review and issuance is performed by a General License Manager in compliance with CMRAO regulations.Reconcile tenant accounts by reviewing tenant history and trust reports; arrange collections or refunds and inform tenants of their status.Issue identification fob cards, locker, and mailbox keys; maintain records and notify Superintendent and security personnel of updates.Conduct periodic property visits with the Property Manager and direct maintenance staff as needed.Prepare and schedule work orders for in-house staff and contractors as per maintenance policy.Generate purchase orders for approval by the Property Manager and procure office supplies.Match work and purchase orders with invoices, verify accuracy, and submit for approval.Maintain and issue keys according to Board policy; keep coding records and issue receipts.Obtain quotations for repairs, construction, and service contracts as directed.Maintain Preventative Maintenance Program records where applicable.2.0 Secretarial DutiesProvide secretarial and administrative support to the Property Manager, including typing, proofreading, and preparing correspondence, financial documents, and reports.Draft routine correspondence for residents, owners, and the Board of Directors.Maintain an up-to-date Owner’s Register File.Organize filing systems for correspondence, invoices, and financial documentation.Manage personnel files for building staff.Process incoming/outgoing mail and distribute appropriately.Issue and track work/purchase orders; liaise with contractors and suppliers.Conduct research and compile data to assist with budget preparation.Prepare monthly reports and cheque requisitions for client or tenant funds.Administer parking agreements, issue decals, and maintain related records.Attend AGMs and Board meetings as directed; act as recording secretary or scrutineer; prepare and issue related notices, reports, and minutes.3.0 Resident RelationsReceive and respond to inquiries, complaints, and repair requests from residents and the public.Notify the Property Manager of resident concerns, arrange repairs, and manage urgent matters in the Manager’s absence.Ensure timely follow-up and resolution of service issues.Handle phone inquiries and respond where appropriate to minimize Property Manager workload.Keep the Property Manager informed of significant concerns and updates.4.0 Accounts ReceivableProcess common charge payments monthly.Follow up on arrears, send reminder notices, and prepare aging reports.Issue invoices for in-suite resident charges and monitor payments.Prepare lien forms and liaise with legal counsel for registration/discharge under the direction and with authorization of a General Licensee, in accordance with Board policies, Condominium Act, and CMRAO regulatory requirements.5.0 Accounts PayableProcess invoices upon approval by the Property Manager.Verify invoice accuracy for payments from Building Trust Accounts.Reconcile recoverable expense statements; verify and adjust entries with Property Manager approval.Prepare payroll timesheets for Property Manager review and approval.SUPERVISION RECEIVEDReports directly to the Property Manager.Operates independently within established policies, with significant decisions requiring Property Manager approval.Regularly updates the Property Manager on activities and issues.SUPERVISION EXERCISEDMay direct Superintendent and other staff per instructions from the Property Manager.Coordinates scheduling for deliveries, tenant moves, and event services (e.g., car jockeying).PROFESSIONALISM & SERVICE COMMITMENTMaintain a professional image and adhere to company policies.Deliver high-level customer service to all stakeholders.Manage multiple priorities effectively while supporting the Property Manager.Demonstrate initiative and problem-solving capabilities.By fulfilling these responsibilities, the Site Administrator plays a crucial role in the seamless operation of Harkoda-managed properties, while ensuring all duties align with CMRAO licensing regulations and Ontario condominium law.QualificationsProficient in Microsoft Office and Google SuiteStrong computer skills and data entry experienceExcellent clerical and administrative skillsCustomer service expertise with effective phone etiquetteExperience handling multi-line phone systemsFamiliarity with filing systems and front desk operationsKnowledge of QuickBooks and bookkeeping practicesRelevant experience in medical or dental office settingsJob Type: Full-timeFlexible language requirement:French not requiredSchedule:Monday to FridayJob Types: Full-time, Permanent