SITE ADMINISTRATOR

Duka Property Management Inc.; Mississauga; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Extended health benefits

Dental and vision coverage

Life insurance

Job summary

Duka Property Management Inc. is seeking a Site Administrator to handle day-to-day administrative support for a condo community. You will report to the Condominium Manager and assist owners, residents, and trades while keeping the property office organized and efficient.

The role emphasizes clear communication, problem-solving, and independent work. You will collaborate with on-site staff and contribute to smooth operations and excellent resident experiences.

Qualifications

• Strong written and verbal communication abilities.
• Proactive, detail-oriented, organized approach to problem-solving.
• Ability to work independently and maintain professionalism and diplomacy.

Responsibilities

• Manage day-to-day correspondence, emails, phone calls, and faxes.
• Maintain accurate records of communications, complaints, and inquiries.
• Prepare written responses, reports, and correspondence for owners, residents, Board members, and contractors.
• Maintain organized filing systems for soft and hard copies of all documents.
• Monitor office supply inventories and place orders as needed.
• Greet and assist owners, residents, visitors, and contractors with professionalism and care.
• Assist with AGM package preparation and coordinate documentation as instructed.
• Book and coordinate party room use in accordance with policy.
• Obtain quotations and create comparison spreadsheets for Board meetings.
• Work closely with on-site staff including superintendents, cleaners, and security officers.
• Perform periodic site inspections, including property appearance, landscaping, utilities, fire equipment, and common areas.
• Record and track complaints, concerns, and maintenance requests for follow-up by the Condominium Manager.
• Support the Condominium Manager with administrative tasks and reporting.

Skills

Communication

Organization

Problem-solving

Independence

Diplomacy

Education

Post-secondary education

Tools

Microsoft Office

Database management

Job description

Site Administrator

Be the friendly, organized, and professional face of Duka in a condominium community. At Duka, our Site Administrators are essential to the smooth operation of the communities we manage. Reporting directly to the Condominium Manager, you’ll provide day-to-day administrative support, assist owners and trades, and ensure that the property office runs efficiently.

This is a role for someone who thrives on organization, clear communication, and problem-solving. If you enjoy working independently, building strong relationships, and keeping multiple priorities on track, this is the role for you.

Why Choose Us

At Duka, people are at the heart of everything we do. We offer a comprehensive benefits program, including extended health coverage, Work Perks, and much more to support your well-being in every stage of life.

But benefits are just the beginning. We’re committed to investing in your long-term success through continuous development, growth opportunities, and meaningful support. When you join Duka, you join a company that believes in empowering its people, professionally and personally.

Who You Are

You’re a professional who values accuracy, responsiveness, and creating a positive experience for everyone you interact with. You work well independently, communicate clearly, and maintain diplomacy and professionalism at all times.

Our Ideal Candidate Brings

• 2+ years of experience in condominium property management or a related administrative role
• Post-secondary education
• Strong computer skills, including Microsoft Office and database management
• Excellent written and verbal communication abilities
• A proactive, detail-oriented, and organized approach to problem-solving

What You’ll Do

As a Site Administrator, you will manage the administrative operations of a condominium property and provide support to the Condominium Manager. Your responsibilities will include (but are not limited to):

• Manage day-to-day correspondence, emails, phone calls, and faxes
• Maintain accurate records of communications, complaints, and inquiries
• Prepare written responses, reports, and correspondence for owners, residents, Board members, and contractors
• Maintain organized filing systems for soft and hard copies of all documents
• Monitor office supply inventories and place orders as needed
• Greet and assist owners, residents, visitors, and contractors with professionalism and care
• Assist with AGM package preparation and coordinate documentation as instructed
• Book and coordinate party room use in accordance with policy
• Obtain quotations and create comparison spreadsheets for Board meetings
• Work closely with on-site staff including superintendents, cleaners, and security officers
• Perform periodic site inspections, including property appearance, landscaping, utilities, fire equipment, and common areas
• Record and track complaints, concerns, and maintenance requests for follow-up by the Condominium Manager
• Support the Condominium Manager with administrative tasks and reporting

You’ll be an essential contributor to Duka’s mission of delivering organized, efficient, exceptional property management, while providing outstanding experience to residents, owners, and trades.

What It’s Like to Work at Duka?

At Duka, you’ll be part of a collaborative, experienced team that values professionalism, integrity, and the human side of property management. We believe in setting our people up for success from day one, offering hands-on training, ongoing mentorship, and a leadership team that’s always within reach.

You’ll grow, you’ll be supported, and you’ll be surrounded by colleagues who genuinely care. This is a place where you can build a rewarding career while making a meaningful impact on the communities we serve.

Compensation & Benefits

• Competitive, market-driven compensation package
• Supported Time Off program to help you recharge and maintain balance
• Comprehensive extended health benefits
• Dental and vision coverage for long-term wellness
• Life and Accidental Death & Dismemberment insurance for added peace of mind
• Corporate GoodLife Fitness partnership to support your health and lifestyle
• Ongoing training and professional development programs to help you grow your skills and advance your career
• Regular corporate events and team-building activities that strengthen connection and celebrate milestones
• Opportunities for mentorship and long-term career development, supporting your success at every stage

Travel

Travel to sites and Head Office may be required.

Disclaimer

Duka is committed to building a diverse, inclusive, and accessible workplace. We welcome applicants from all backgrounds and are dedicated to fostering a recruitment process that is respectful, barrier-free, and compliant with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation at any stage of the hiring process, please contact our Human Resources team.

The information provided in this job description reflects the general scope and nature of the role. It is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Duka may modify, assign, or adjust responsibilities as necessary to meet organizational needs.

Interviews will begin as soon as suitable candidates are identified.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.