Site Administrator - Ottawa

Osgoode•Ottawa, ON

23h•CA$48,830 - CA$53,736•Onsite

About The Position

Reporting to the Property Manager or the Portfolio Manager, the Site Administrator supports the general administration of multiple site offices. The incumbent provides exceptional administrative and operational assistance for the residential buildings and displays a servant-minded approach to interactions with all stakeholders.

Requirements

High school equivalent
2 to 3 years of experience in office administration, property management, sales, or customer service
General knowledge of landlord and tenant legislation
Strong communication and written skills in English and/or French
General knowledge of computer software systems, including Yardi and Microsoft Office Suite (Outlook, Word)
Ability to work independently and in a team environment
Good conflict-resolution skills, ability to deal patiently, tactfully and effectively with emotionally charged situations and a client base with diverse cultural, educational and socio-economic backgrounds
Displays a positive work attitude and is enthusiastic
Good organizational skills

Nice To Haves

Completion of some post-secondary courses in business administration or office systems and procedures
Access to a vehicle is an asset
Evening and weekend work may be required

Responsibilities

Work in compliance with all governing bodies, inclusive but not limited to all municipal, provincial, and federal tenancy by-law and legislation, building and fire code, and all health and safety protocol
Update and maintain information in relevant system (i.e. Mircom, Brivo) and intercom board system
Complete all site filing and scanning
Organize and monitor filing systems including paper filing, electronic filing and archiving
Assist in entering, maintaining, and auditing resident records in the Yardi database, including lease information, rent collection, rent renewal and resident notices
Maintain inventory and order office supplies, pamphlets, and promotional material
Complete inventory and place orders for collateral and move-in boxes
Manage personal protective equipment supplies for the site staff (i.e. masks, sanitizer)
Prepare and log work orders (resident service requests) and change orders, as required
Review and forward vendor invoices to Accounts Payable
Schedule inspections and in-unit work, as required
Work with Capital Projects team to prepare site and residents for capital projects including preparing notices, site logistics, as needed, and replying to resident queries
Understand and adhere to all criteria outlined in the Certified Rental Building program (CRB) and the Crime Free Program (CFMHP), where applicable
Maintain parking, locker, and resident registries
Prepare lease and move-in packages and move-in boxes
Organize site office and create and/or document systems of organization
Audit electronic files to ensure leases, applications, etc. are scanned and uploaded properly
Collect and process rental payments
Coordinate and manage notices for non-payment, rental arrears, annual rent increase and the LTB
Maintain site files
Track pest control issues, schedule treatment, prepare notices, and resident preparation instructions
Complete customer care calls
Respond, in a timely manner, to all telephone and email enquiries
Handle all inquiries, feedback, complaints, or concerns professionally and courteously
Provide leasing support, as requested
Provide input, document requirements and support the delivery of training programs with current and new employees
Assist the Building Manager/General Manager with obtaining supplier and contractor quotations, preparing monthly client reports, tracking contract renewal dates, and obtaining updated insurance certificates
Prepare, approve, and track purchase orders
Monitor and contribute to ensure operations are running smoothly in absence of Building Managber/General Manager
Assist with the implementation of the Rental Housing Management Bylaw Requirements or relevant Residential Tenancy Act Requirements as it pertains to: Tenant information packages, Signed documentation, Recording, and filing the package, Tenant support registry, Other items that will be required under the new Bylaw.