Site Administrator - Ottawa

Osgoode-Propertie; Ottawa; On-site; CAD 49,000 - 54,000; Full time

Job summary

Osgoode Properties is seeking a Site Administrator to support administrative operations across multiple site offices in Ottawa, ON. Reporting to the Property Manager, you will handle tenancy compliance, filing, rent processing, and resident records in Yardi.

You will maintain filing systems, assist with vendor invoicing, coordinate move-ins, and support the Building Manager with capital projects and notices while upholding high service standards.

Qualifications

• High school equivalent and related coursework.
• Experience with landlord and tenant legislation is required.
• Proficient in Yardi and MS Office Suite.
• Strong communication skills in English and/or French.

Responsibilities

• Provide administrative support to the building and site offices.
• Update and maintain information in Mircom, Brivo, and intercom systems.
• Enter, maintain, and audit resident records in Yardi, including leases and rent.
• Handle filing, invoicing, and purchase orders; manage notices for non‑payment.
• Coordinate move‑ins, organize site offices, and assist with capital projects.
• Respond professionally to inquiries and support leasing activities.

Skills

Communication skills

Organizational skills

Conflict resolution

Bilingual English/French

Teamwork

Education

High school diploma

Post-secondary courses in business administration

Tools

Yardi

Microsoft Office

Job description

Salary Range: $48,830.00 To $53,736.00 Annually

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.

Your new role and responsibilities:

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

• 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


• Track pest control issues, schedule treatment, prepare notices, and resident preparation instructions


• 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:


• Signed documentation


• Recoding, and filing the package


• Other items that will be required under the new Bylaw.

Requirements for success:

• 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

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.

This a full‑time permanent position. This posting is for an upstaff.

We would like to thank all applicants, however only those under consideration will be contacted.

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

**Although Osgoode Properties does not use AI tools in the screening of applicants, AI may be used by outside vendors in applicant processing**