Job Description
Summary of Function: Your responsibilities as Site Administrator will entail the professional management and administration of the residential rental properties currently under the management jurisdiction of the Corporation. Portfolio may be subject to change during your tenure. Management:· Supervise, coordinate, provide leadership to and review the work of assigned staff· Estimate personnel needs and assign work to meet completion dates· Apply organizational policies and assure adherence to departmental procedures· Coordinate schedule changes with Property Manager and organize departments ensuring that customer service is not compromised in any way· Familiarize employees with established organization procedures, rules and regulations as established by the Property Manager· Evaluate and recommend changes in methods and procedures in assigned area of responsibility· Prepare reports concerning departmental activities as required by the Property Manager· To be cognizant of all governing legislation including, without limitation, Residential Tenancies Act, Labour Relations Act, Fire Code and Occupational Health & Safety Act Operations:· To administer the activities of the assigned properties in accordance with contractual requirements, including determining, establishing and implementing effective operating procedures· Work with to ensure the continuity of acceptable resident occupancy of all suites by:- renting all upcoming vacant suites- co-coordinating advertising programs- comprehensive screening of applicants- allocating of duly processed applicants- arranging tenant transfers, assignments and special terminations to meet the changing circumstances of resident families· To ensure the tenancy agreements and all other documents are correctly prepared and executed and that prospective tenants are interviewed and that the provisions of these documents and the rules and regulations pertaining to occupancy are clearly understood and adhered to· To arrange for necessary amendments to the original tenancy agreements to be processed and for appropriate adjustments to be implemented· To maintain an effective system of rent collection and cash security; to initiate follow-up where payments are not made on the due date and institute and attend at legal and collection agency proceedings when necessary.· To communicate and deal directly with residents and matters concerning the company as agents for the landlord and provide the views of tenant families to management with appropriate recommendations· To implement adequate coverage for cleaning, snow removal, garbage collection, etc. to comply with local by-law requirements and to arrange for compliance by residents or, where appropriate, site and contracted labour forces· To conduct necessary arrangements with public utility and other municipal bodies to ensure the provision of adequate local services· To review, on a continuing basis, the desirability of improving and modernizing the properties and lands, making appropriate recommendations· To maintain occupancy and rental income levels at all properties which compare favorably, at the least, with the competition· To be continually aware of market conditions in order to provide the necessary information to help broaden the company’s marketing capabilities· To maintain a high level of resident satisfaction and public relations at all properties which will include all forms of communications with the residents (a letter from a resident should always be responded to by way of a return letter)· To ensure compliance with all legislation governing life and fire safety measures and to develop emergency maintenance and emergency evacuation proceduresFinance:· To collect all rents due in the minimum time possible· To complete all forms and reports so that the correct master files, correct rent rolls and any other data which should be required for the proper functioning of the company are developed and maintained· To purchase services and supplies only in accordance with the company’s policies and proceduresCustomer Service:· To communicate with clients or their designated representatives in a timely, professional manner· To communicate internally as may be necessary from time to time to ensure that all staff is informed of a manager’s initiatives and the operations of a manager’s portfolio· To carry out other duties as may be assigned from time to time Skills:● 3-5 years experience in a Property Management environment, preferably in residential● Computer experience with Microsoft Office, specifically Word and Excel· Desire to work with people and the ability to remain customer focused in a fast paced and constantly changing environment· Excellent problem solving abilities and the ability to prioritize tasks in order of importance not only to the task at hand but to the overall goals of Concert Properties· Ability to multi-task, delegate and assume responsibility for actions and decisions made· Proven leadership skills - the ability to remain positive and motivated in a challenging environment and to set an example to other team members● Strong work ethic and commitment to Medallion, which may entail overtime and ability to work flexible hours● Diplomatic, especially while dealing with all clients (owners and residents) and ability to look at all the facts and make informed decisions● Resourceful, ability to access information needed for sound decision making· Ability to remain calm in emergency situations, i.e. flood, fire, eviction of residents· Adaptable, organized and flexible - the ability to handle different problems as they occur· Desire to be challenged and to deal with a different set of scenarios each day· Strategic thinker - the ability to recognize how decisions and responsibilities impact the entire organization of Medallion· Desire to be self-directed and self-managed, ability to work independently· Accountability for actions and how it may affect clients and the professional image of Medallion● Excellent listening skills and ability to treat others fairly and consistentlyEffort:· Attention to detail· Able to work overtime when required· Able to meet deadlines· Able to deal with a fast past environment