Position Summary

The Relief Administrator serves as temporary coverage for full-time Administrators during vacations, absences, special projects, or interim vacancies.  The 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

Supporting Inclusion and Belonging 

Tridel is committed to having a workforce that reflects the communities where we build, where everyone feels they belong, is physically and psychologically safe, and can reach their full potential. We embrace diversity while reinforcing equity and inclusion and are committed to building a team with a range of experiences and skills. 

As an equal opportunity employer, we encourage all qualified individuals to apply, including those who self-identify as Indigenous in Canada (First Nations, Métis, Inuit), are from racialized communities, and persons with disabilities. We remain committed to a barrier-free recruitment and selection process and will provide accommodation upon request. If you require accommodation at any stage of the recruitment process, please email your request to recruitmentaccommodations@tridel.com. All information received will be handled in strict confidence. 

As part of Tridel Group of Companies’ recruitment and selection process, we utilize Artificial Intelligence (AI) for candidate screening.