Site Administrator

FirstService Residential Canada; Whitchurch-Stouffville; On-site; CAD 43,000 - 46,000; Full time

Benefits offered by this job

Health Spending Account

Workperks

Job summary

FirstService Residential Canada is seeking a Site Administrator to support condominium operations across our properties. You will handle notices, boards, and resident inquiries with accuracy and courtesy. This role requires strong organization, attention to detail, and excellent English communication.

Occasional travel to head office is required, and the team offers a comprehensive benefits package. Join a leading property management firm in Ontario and contribute to smooth daily operations

Qualifications

• Minimum of a High School Diploma.
• Strong time management and organizational skills.
• Excellent interpersonal and customer service abilities.
• Ability to build relationships with owners, vendors and coworkers.
• Proficient English writing and speaking skills.
• Strong computer skills and problem solving.

Responsibilities

• Answer phone calls and greet residents, visitors and contractors.
• Prepare notices, letters and various correspondences.
• Maintain bulletin boards and displays with current events.
• Manage events, schedules and required documentation.
• Attend board meetings and record minutes and action items.
• Open and distribute mail and process invoices / work orders.
• Respond to resident inquiries and emergencies in a timely manner.

Skills

Time management

Customer service

Interpersonal communication

Computer skills

English proficiency

Education

High School Diploma

Tools

FOB system

Job description

Site Administrator

FirstService Residential is owned by FirstService Corporation, a proudly Canadian company and one of Canada's great business success stories.

Description

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

Why choose Us

We have a comprehensive benefits program inclusive of a Health Spending Account, Workperks, and more! Most importantly, we are committed to empowering, developing and supporting all our associates.

Job Responsibilities

The Site Administrator is responsible for assisting administrative activities relating to the condominium or condominium(s). This includes timely and accurate processing of notices, letters and resident/board correspondence. Providing quick and accurate responses to inquiries, records and information as required. Integrity and strong attention to detail are crucial for this role.

Essential Duties & Responsibilities

• Answering phone calls and greeting residents, visitors and contractors
• Prepare notices, letters and correspondences as needed
• Maintain bulletin boards and displays with current events
• Obtain mail and distribute it accordingly
• Management of all activities/events schedules, book special events and collect necessary documentation and costs as per policy. Co-ordinate with building staff on set up requirements.
• Prepare daily briefings for maintenance staff on activity/event set up requirements.
• Manage FOB system, including programing, distribution and maintaining accurate profiles.
• Attend to resident inquiries and follow up in timely manner
• Respond to emergency situations in timely manner
• Request all office supplies and equipment, following established purchasing procedures
• Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets. Process and code invoices for P.M. approval
• Prepare move-in packages for new owners. Create files, compile and coordinate all necessary information and documentation for new owners.
• Attend board meetings and record minutes and action items
• Prepare monthly health and safety inspections.
• Maintain an inventory of building supplies and order replacement products as necessary.
• Set up meetings for Board Approval process

Education & Experience

• Minimum of a High School Diploma.
• Exceptional time management, organization skills and problem-solving skills
• Excellent interpersonal, phone and customer service skills
• Ability to establish strong relationships with owners, vendors, coworkers etc.
• Proficient English speaking and writing skills
• Excellent computer skills
• Proactive problem and solutions recognition
• Strong detail orientation

Travel

Occasional travel to head office is required.

Compensation

Compensation for this role is $43,000 to 46,000 + benefits

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, colour, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

FirstService Residential welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the hiring and selection process.

Our hiring process may use AI screening for keywords and minimum qualifications. Talent Acquisition Specialists review all results.

In accordance with Ontario's Employment Standards Act (ESA) requirements, we confirm that this job posting is for an existing position within our organization.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a "reasonable accommodation", as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.