Career Opportunities

YCC #279

Site Administrative Coordinator

YCC #279 (aka Johnsview Village) is a direct-hire Condominium Corporation in Thornhill, Ontario. We manage 548 townhouse condominium units on property of 32 acres. We are a strong team of 5 staff and work together to get the job done. Please see the description and if interested, contact propertymanager@johnsviewvillage.ca

 

The Site Administrative Coordinator directly assist the Assistant Property Manager and Licensed Property Manager with the administrative duties requirements for the running the day to day corporation on behalf of the Board of Directors. This position will perform the following duties and responsibilities:

Contractors, Suppliers, Trades

• Work orders requiring escalation will be presented to the licensed condo manager for approval
• Coordinate any appointments with the contractor plus (where necessary) schedule access to unit
• Check in/out contractors and assign visitor passes
• Discussing work in progress with contractors as instructed by the licensed condo manager
• Reporting to licensed condo property manager on performance issues reported by residents
• Scheduling maintenance staff to perform specific duties within their job description
• Preparing purchase orders for approval by the licensed condo property manager
• Ordering supplies and or services for the office within your responsibilities
• Matching work and purchase orders to invoices and checking quantities, prices, duplication, etc and submit these documents to the licensed condo manager for approval and processing
• Following up on services call with contractors and residents
• Other items as required

Residents & Owners

• Primary contact and liaison with the resident and owners
• Assisting with the organization of community events (flower giveaways, Fall Festival, BBQs, etc.) and activity programs
• Oversight of work orders including tracking and scheduling work
• Assist with marketing and public relations within the community  Issuing keys, tags, and similar items in accordance with board policy
• Coding records and issuing receipts
• Preparing and sending new resident packages to owners (or lawyers) including organizing and participating in an owner’s welcome meeting
• Setting-up relevant owner documentation and files (including set up, filing and archiving)
• Making records available to owners upon request under the guidance of the licensed condo property manager
• Prioritizing initial complaints from residents, providing information as appropriate and referring to the Assistance Property Manager as appropriate
• Preparing communications to residents or owners about rules and violations under the guidance of the board policy or the licensed condo property manager
• Responsible for the preparation of newsletters, bulletin, etc
• Coordinate incentives for the residents (bulk purchases, merchant lists, flower give-away etc)
• After hours on-call schedule to assist residents with emergencies
• Other items as required

Budget

• Researching information to be provided to the licensed condo property manager
• Formatting budget information into the budget document
• Preparing the budget notice/package to owners for the licensed manager
• Coordinate distribution of packages to owners
• Other items as required

Handling Funds

• Receiving payments for common elements and other condo fees and delivering them to a licensed condo property manager and condo corporation officer (permission must be delegated in writing by the Board)
• Receiving payments for common elements and other condo fees, delivering them to the licensed condo property manager
• Other items as required

Purchasing

• Preparing purchase orders for products or services that do not need competitive quotes, in keeping with condo board policy (for example, previously approved vendors or services already specified in existing contracts)
• As directed by the licensed condo property manager obtain quotes for approval
• Issuing purchase orders approved by the licensed condo property manager
• Coordinate the cheques for signature by the board based on approved invoices
• Data entry of using electronic ledgers and software in keeping with condo board policy
• Other items as required

Status Certificates

• Obtaining payment and request forms for certificates from the parties that request them
• Coordinate any appointments and access to the unit for the creation of the status certificate
• Submit request form, files and inspection data to the licensed condo property manager for processing
• Supply certificates to requester
• Other items as required

Management Staff

• Liaising and support fellow staff members
• Reporting to licensed condo property manager on performance issues reported by residents
• Support staff with office management type responsibilities (such as office maintenance, equipment, filing, supplies, etc)
• Other items as required

Board of Directors

• Prepare and supply the license condo property manager with an aging work order report to be presented at the board meeting
• Set up for meetings including equipment set up, documents plus food & beverages for board meetings and committee meetings as directed.
• Attending condo corporation owner’s meetings as directed, acting as scrutineer, typing notices of annual meeting agendas and materials
• Distribution of reports, agendas and other documents
• Coordinate items needed board signature on behalf of the license general condo property manager
• Ensure board member get the documents from their mail slot
• Other items as required

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