Reporting to the Manager, the Bilingual Site Administrator supports the general administration of multiple offices.

The incumbent provides exceptional administrative and operational assistance for the residential buildings and displays a servant-minded approach to interactions with all stakeholders.

Your new role and responsibilities:

As a proactive individual, the Site Administrator will provide administrative support; specifically:

• Handle all inquiries, feedback, complaints, or concerns professionally and courteously
• 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 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
• 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 Manager/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
• Recoding, and filing the package
• Tenant support registry
• Other items that will be required under the new Bylaw.

Requirements for success:

• High school equivalent
• Strong communication and written skills in English and French
• 2 to 3 years of experience in office administration, property management, sales, or customer service
• General knowledge of landlord and tenant legislation
• 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

Desirable skills:

• Completion of some post-secondary courses in business administration or office systems and procedures
• Access to a vehicle is an asset

This a full-time permanent position.