THE CHANCE

Reporting to the Property Manager, the Site Administrator manages tenants’ on-site concerns and the administrative affairs of the building(s) and its occupants while working alongside the Resident Manager. As a local representative of Gulf Pacific, the Site Administrator is expected to conduct themselves appropriately and present an acceptable appearance while on site. Assigned duties are completed with minimal supervision, with a high level of communication to keep the Property Manager informed of situations that may affect operations.

THE ROLE

The Site Administrator is responsible for tenant management and the administrative affairs of the property.

Tenant Management

- Solicit prospective tenants, including arranging online advertising, maintaining waiting lists and following up on referrals from existing tenants.
- Accept applications, interview applicants and review their suitability, including credit risk, ability to pay from legal income sources, and history or references from other landlords.
- Arrange recent-tenant move-ins and conduct move-in inspections. File inspection reports with the Property Manager and head office using management’s prescribed method.
- Collect rent, security deposits and other amounts due from tenants, and deposit receipts to the company’s database promptly using management’s prescribed method.
- Notify tenants of rent increases or property-rule changes in the manner detailed by the Residential Tenancies Act of Ontario.
- Coordinate N4 forms, etc. with the local Gulf Pacific office.
- Periodically inspect apartments to check for property abuse, apartment-unit conversion or criminal enterprises, and report findings.
- Take actions required by the Residential Tenancies Act of Ontario to recover payments from delinquent tenants and mitigate losses to head office. This includes filing arbitration requests and monetary claims with the Landlord and Tenant Board and attending hearings as required.
- Within 48 hours after a tenant gives notice to vacate, inspect the suite using management’s prescribed method to determine renovations needed before re-renting. Complete a turnover report, including pictures, and submit it to the client and Property Manager for approval. Assist with coordinating approved renovations. Once complete,



ensure the suite is ready for occupancy and construction-related defects are addressed and documented. Complete and submit the renovation checklist, and provide video and pictures of the unit for the file and SharePoint.
- Arrange tenant move-outs and inspect vacated suites. File move-out reports with the Property Manager and head office using management’s prescribed method.
- Ensure suites turning over without approved renovations are suitable to rent as soon as possible after an occupant vacates and make a good first impression for new tenants.

Administrative Affairs

- Receive and verify invoices against goods and services received, including quantities ordered or purchased, prices and payment terms.
- Maintain accurate and complete suite files as prescribed by head office.
- Maintain contacts for people and organizations to reach in emergencies. Ensure the Property Manager and head office receive an updated copy when changes are made and, if there are no changes, at least quarterly.
- Submit a weekly activity report to the Property Manager, including vacancy-rental status, collection activity for outstanding rent, progress on assigned projects and tasks, local rental-market conditions and prospects, and recommendations on annual rent increases and rents at turnover.
- Maintain a parking inventory and submit it to head office monthly.
- Update the locker/storage log monthly and make it available for review on request.
- Update the pet log monthly and make it available for review on request.
- Maintain the access-card database as approved by management and remove vacating tenants from the system within 24 hours of their move-out date.
- Work with the Resident Manager to maintain the Tenant Portal service centre or other property-management software.
- Maintain the property website and keep information and events current.
- Assist the Property Manager in preparing the annual budget.




- Submit the prescribed monthly report on the second business day of each month, including vacancy and turnover status and any fire-safety or insurance issues.
- Walk the building’s common areas at least twice a week to ensure everything is in order. Make written recommendations to the Property Manager as needed and submit work orders.
- Ensure common areas are clean, unobstructed, in good repair and aesthetically presentable to tenants and their guests, including entrances and lobby, walkways and curbs, hallways, laundry rooms, storage areas, garages and driveways, boiler room, elevator rooms and electrical rooms.

Other Related Duties

- Perform other related activities and duties as directed by head office or the Property Manager.

THE QUALIFICATIONS

The successful candidate will have:

- Working knowledge of the Residential Tenancies Act of Ontario and associated regulations.
- Superior interpersonal abilities.
- Ability to organize and maintain a document filing system.
- Familiarity with Canadian retail banking methods.
- General understanding of residential property management.
- Independence, initiative and the ability to work as part of a team, with excellent organizational, prioritization and communication skills.
- Ability to work under pressure, manage multiple deadlines and priorities, handle stressful situations effectively, respond intuitively to situations, and work with minimal direction and supervision.
- A high degree of professionalism and a passion for success.
- Ability to develop and maintain excellent working relationships with clients and tenants.
- Strong follow-through and follow-up skills.
- Familiarity with MS Office, SharePoint and other property management software.
- Willingness to undergo a criminal record check and driver’s abstract review at Gulf Pacific management’s discretion.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be Construed as an exhaustive list of all responsibilities, duties, and skills required of employees so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Pay: $20.00-$25.00 per hour

Work Location: In person

📌 Site Administrator (Toronto)
🏢 Gulf Pacific Property Management
📍 Toronto