Site Administrator

Position Summary

The Site Administrator serves as the primary on-site representative for assigned condominium properties, providing comprehensive administrative support and resident services. This role acts as the first point of contact for residents, board members, and service providers while ensuring smooth daily operations and maintaining high standards of customer service.

Key Responsibilities

Administration & Communication (30%)

Liaising with residents, contractors, and vendors in person, by phone and by email
Organizing, sorting, and distributing incoming and outgoing mail/couriers
Filing and maintenance of condominium corporation records
Ordering and maintaining office supplies
Preparation of notices and correspondence, and posting accordingly under the Condominium Manager’s supervision

Financial Administration (25%)

Processing common element assessment fees, including facilitating the collection and recording of payments
Compiling arrears information and sending corresponding notifications under the Condominium Manager’s supervision
Processing payables, including preparing purchase orders and cheque requisitions, and ensuring all cheques are reviewed by the Condominium Manager/Assistant Manager prior to disbursement
Sending out signed cheques to the vendor directly or to Head Office Accounting, as applicable
Reconciling invoices with purchase orders, coding according to account codes, and preparing for the Condominium Manager’s signature

Resident Services & Records Management (20%)

Overseeing bookings of various facilities as applicable (i.e. elevator, party room, guest suites, etc.)
Resident file administration and maintenance of the resident’s registry
Processing and maintenance of other registries as applicable (i.e. enterphone system, key and access fob issuance, bike storage, storage lockers, etc.)

Legal & Compliance (15%)

Preparation of legal forms (i.e. status certificates, lien notices, etc.) under the Condominium Manager’s supervision

Meeting Support (10%)

Set up and tear down for meetings (i.e. Board meetings, Annual General Meetings, Residents’ Meetings, etc.)
Attending meetings to register attendees as required

Key Skills & Assets

Customer service (listening, understanding, clear communication)

Working under pressure (fast pace, competing priorities, unexpected issues)

Teamwork (working collaboratively and effectively with all members of the team, from Board Directors to maintenance staff)

Organizational skills

Adaptability and flexibility skills

Ability to take initiative

Attention to detail

Fluent in Cantonese

Fluent in Mandarin

Job Details