Position Summary
The Administrator provides administrative and operational support to the condominium management team. This role assists with owner and resident communications, record keeping, meeting preparation, service requests, contractor coordination, and general office administration to ensure the efficient operation of condominium corporations in accordance with Ontario legislation and corporate policies.
Key Responsibilities
Administrative Support
- Provide administrative support to Condominium Managers overseeing multiple condominium corporations.
- Maintain accurate owner, tenant, and resident records.
- Process correspondence, emails, and telephone inquiries.
- Prepare notices, newsletters, and resident communications.
- Organize and maintain electronic and physical files.
Board and Meeting Support
- Prepare board meeting packages and agendas.
- Assist with meeting scheduling and room bookings.
- Record and distribute meeting minutes as required.
- Maintain corporate records and governance documents.
- Track board decisions and action items.
Owner and Resident Relations
- Respond to owner and resident inquiries in a professional and timely manner.
- Assist with processing status certificate requests.
- Coordinate move-in and move-out procedures.
- Handle amenity bookings and resident applications.
- Monitor compliance with condominium rules and regulations.
Financial Administration
- Process invoices and coding for approval.
- Assist with accounts payable and accounts receivable administration.
- Prepare reports and supporting documentation for managers and boards.
- Track contracts, insurance certificates, and service agreements.
- Assist with annual budget and audit preparation.
Maintenance and Operations
- Receive and track maintenance requests.
- Coordinate service calls and contractor scheduling.
- Monitor work order completion and follow-up.
- Maintain service records and vendor documentation.
- Assist with emergency response communications when required.
Qualifications
Education
- Post-secondary education in Business Administration, Property Management, Office Administration, or a related field preferred but not mandatory.
Experience
- 1–3 years of administrative experience.
- Customer service experience preferred.
- Experience working contractors, quotes and invoices.
Skills and Abilities
- Excellent written and verbal communication skills.
- Strong customer service and conflict-resolution abilities.
- Exceptional organizational and time-management skills.
- Ability to manage multiple priorities and deadlines.
- Proficiency with Microsoft Office (Word, Excel, Outlook, Teams).
- Ability to maintain confidentiality and professionalism.
Working Conditions
- Full-time position (typically 37.5–44 hours per week).
Pay: $45,000.00-$50,000.00 per year
Work Location: In person
