Condominium Site Administrator

FirstService Residential, Ontario - Toronto, ON (28 days ago)

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Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America’s foremost property management firm. We’re all about our associates, and as we continue to grow, we’re looking for even more quality people who share our dedication to doing what’s right, improving residents’ quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.

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

  • Prepare notices, letters and correspondences as needed
  • Obtain mail and distribute it accordingly
  • Obtain security reports and review for further investigation
  • Book party rooms and collect money as per policy
  • Book elevators for deliveries and move-in/move-outs
  • Attend to resident inquiries and follow up in timely manner
  • Provide Status Certificates Request forms to owners
  • Respond to emergency situations in timely manner
  • Keep track of insurance certificate requests
  • Maintain insurance records books for both vendors and unit owners
  • Request all office supplies and equipment, following established purchasing procedures
  • Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets. Stamp and code invoices for P.M. to code and approve
  • Prepare move-in packages for re-sale and leases. Create files, compiles sand coordinate all necessary information and documentation for new owners/leases
  • Set up meetings for Board Approval process
  • Prepare any resident information packages that require Board approval, (i.e. Architectural Modification)

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

Legislative Requirements

Site Administrators who do not hold a Limited license cannot perform any of the condominium management services outlined below, even if they work under the supervision of a General or Transitional General Licensee (supervising licensee). Site Administrators who hold a Limited License are permitted to perform condominium management services under the supervision of a supervising licensee, subject to the conditions outlined below:

  • The Licensee shall not enter into, extend, renew or terminate a contract or other agreement on behalf of a client except with the prior approval of the supervising licensee.
  • The Licensee cannot make any expenditures of more than $500 of the client’s money, not including the reserve fund, except with the prior approval of the Supervising Licensee.
  • The Licensee shall not make expenditures out of, invest or otherwise make dispositions of a client’s reserve fund.
  • The Licensee shall not sign status certificates under the Condominium Act, 1998 on behalf of a client.
  • The licensee shall not, on behalf of a client, give anything to an owner or mortgagee that the client is required to give to an owner or mortgagee under the Condominium Act, 1998.

A Limited Licensee may perform an action in 1 or 2 above without the prior approval of a supervising licensee if it is necessary to ensure the immediate safety or security of persons using the property or to prevent imminent damage to the property or assets of the client.

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

  • Conduct business at all times with the highest standards of personal, professional and ethical conduct.
  • Ability to work independently within the discretion of the position, with support from Property manager

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends.


Occasional travel to different sites may be required

Regional offices for meetings may be required


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

Job Type: Full-time


  • Condominium Site Administration: 2 years (Preferred)