The Senior Office Administrator is responsible for delivering professional, courteous, and efficient support to all owners, residents, visitors, trades, and clients. Reporting directly to the Office Manager, this role requires a high degree of independence, strong leadership, and the ability to manage multiple priorities with minimal supervision.
The Senior Office Administrator is expected to develop and maintain effective working relationships with team members, owners, contractors, and other stakeholders. A consistently professional, respectful, and diplomatic demeanor must be upheld when interacting with the public and other employees.

Key Responsibilities (including but not limited to):

• Communicate and receive instructions from the Office Manager and report to them as needed.
• Provide day-to-day leadership and oversight to the Head Office Administration Team, including assigning tasks, monitoring workload, and ensuring team productivity aligns with company standards.
• Conduct regular performance evaluations for the Head Office Administrators, set clear goals, and provide coaching, mentorship, and ongoing training to administration staff.
• Support the recruitment and onboarding of new administration team members, including interviewing, conducting orientation, reviewing the Administrator Manual, and ensuring full compliance with company policies and procedures.
• Coordinate problem-solving efforts between the Head Office Administration Team and other departments; resolve administrative issues and inquiries promptly, including preparing written responses to routine questions.
• Oversee the review, sorting, and processing of all incoming and outgoing communications, including emails, correspondence, faxes, and mail; ensure timely and accurate responses or escalation as appropriate.
• Maintain familiarity with office routines, administrative deadlines, and internal schedules to ensure seamless operations.
• Supervise the preparation and distribution of a wide variety of documents, including notices, letters, reports, AGM packages, budget mail-outs, water chargeback invoices, CAO Information Certificate packages, etc.
• Ensure invoices are processed promptly by the Head Office Administration Team.
• Ensure all administrative correspondence is properly saved and organized in soft copy folders according to internal protocols.
• Coordinate the maintenance of various databases such as owner contact lists, contract summaries, site information, and service agreements; ensure they are updated regularly.
• Ensure soft copies of letters, correspondence, memos, requests, notices, etc., are distributed, maintained and kept filed in an organized manner.
• Ensure all contractor records, including WSIB certificates and insurance documentation, are accurately maintained and renewed as needed.
• Oversee the monthly processing and tracking of Common Element Fee arrears, ensuring timely collection efforts and reporting updates to the assigned Condominium Manager.
• Prepare or review correspondence, meeting packages, memos, and other documents as requested by Condominium Managers.
• Coordinate the setup and administrative onboarding for new properties, including requesting main folders and email addresses from IT, setting up copier codes, and configuring Yardi templates for arrears.
• Assist in the takeover and turnover process of condominium corporations by preparing and organizing required administrative materials.
• Communicate with contractors and place service calls, as instructed by the Condominium Managers.
• Schedule and set up Zoom meetings and virtual sessions on behalf of the corporation, including owner and board meetings.
• Manage and monitor office supply inventory; coordinate orders with suppliers based on business needs and Office Manager approval.
• Ensure all office equipment is operational and coordinate maintenance or service calls when necessary.
• Act as the designated receiver for deliveries to the head office; ensure packages are properly logged and distributed.
• Collaborate with other departments to resolve issues, streamline processes, and ensure cohesive operations across the organization.
• Take the initiative to improve administrative processes and suggest efficiencies wherever appropriate.
• Perform other duties as assigned by the Office Manager or senior leadership team.

Application Process
Applicants should submit a résumé and cover letter outlining how they meet the specific requirements of the position. Our company welcomes diversity in the workplace and encourages applications from all qualified applicants. We are committed to accommodating applicants’ needs in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code throughout the selection process. Please contact our HR department should you need accommodation. Interviews will begin as early as suitable candidates are identified. We thank all applicants in advance for their interest; however, only those invited to an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $45,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• Vision care

Experience:

• Supervising: 2 years (required)
• Administrative: 3 years (required)
• Property management: 2 years (required)

Work Location: In perso

• Communicate and receive instructions from the Office Manager and report to them as needed.
• Provide day-to-day leadership and oversight to the Head Office Administration Team, including assigning tasks, monitoring workload, and ensuring team productivity aligns with company standards.
• Conduct regular performance evaluations for the Head Office Administrators, set clear goals, and provide coaching, mentorship, and ongoing training to administration staff.
• Support the recruitment and onboarding of new administration team members, including interviewing, conducting orientation, reviewing the Administrator Manual, and ensuring full compliance with company policies and procedures.
• Coordinate problem-solving efforts between the Head Office Administration Team and other departments; resolve administrative issues and inquiries promptly, including preparing written responses to routine questions.
• Oversee the review, sorting, and processing of all incoming and outgoing communications, including emails, correspondence, faxes, and mail; ensure timely and accurate responses or escalation as appropriate.
• Maintain familiarity with office routines, administrative deadlines, and internal schedules to ensure seamless operations.
• Supervise the preparation and distribution of a wide variety of documents, including notices, letters, reports, AGM packages, budget mail-outs, water chargeback invoices, CAO Information Certificate packages, etc.
• Ensure invoices are processed promptly by the Head Office Administration Team.
• Ensure all administrative correspondence is properly saved and organized in soft copy folders according to internal protocols.
• Coordinate the maintenance of various databases such as owner contact lists, contract summaries, site information, and service agreements; ensure they are updated regularly.
• Ensure soft copies of letters, correspondence, memos, requests, notices, etc., are distributed, maintained and kept filed in an organized manner.
• Ensure all contractor records, including WSIB certificates and insurance documentation, are accurately maintained and renewed as needed.
• Oversee the monthly processing and tracking of Common Element Fee arrears, ensuring timely collection efforts and reporting updates to the assigned Condominium Manager.
• Prepare or review correspondence, meeting packages, memos, and other documents as requested by Condominium Managers.
• Coordinate the setup and administrative onboarding for new properties, including requesting main folders and email addresses from IT, setting up copier codes, and configuring Yardi templates for arrears.
• Assist in the takeover and turnover process of condominium corporations by preparing and organizing required administrative materials.
• Communicate with contractors and place service calls, as instructed by the Condominium Managers.
• Schedule and set up Zoom meetings and virtual sessions on behalf of the corporation, including owner and board meetings.
• Manage and monitor office supply inventory; coordinate orders with suppliers based on business needs and Office Manager approval.
• Ensure all office equipment is operational and coordinate maintenance or service calls when necessary.
• Act as the designated receiver for deliveries to the head office; ensure packages are properly logged and distributed.
• Collaborate with other departments to resolve issues, streamline processes, and ensure cohesive operations across the organization.
• Take the initiative to improve administrative processes and suggest efficiencies wherever appropriate.
• Perform other duties as assigned by the Office Manager or senior leadership team