On-Site AB

Reception Administrator

We’re looking for a proactive, organized Reception Administrator to support our condominium management team — combining front-desk reception and customer service with office administration, Yardi support, invoice coordination, access-control administration and document preparation.

This role suits someone resourceful, comfortable learning new systems, and willing to take initiative to solve routine problems independently.

• Greet owners, residents, vendors and visitors professionally
• Manage incoming calls, emails and the shared reception inbox
• Handle questions and concerns with patience and a solution-focused approach
• Route inquiries to condo managers, AR, AP, legal or administrative staff

• Process mail, courier requests and office correspondence
• Coordinate vendor invoice processing through Sparc Pay
• Update owner information and verify accounts in Yardi Voyager
• Program and update key fobs and intercom systems
• Maintain office supplies, boardroom setup and front-office operations
• Assist with owner payments, receipts and administrative projects

• Prepare disclosure and occupancy letters, AGM sign-in sheets, ballots and mailing labels
• Create office notices, from holiday closures to owner-facing communications
• Keep current with condominium legislation affecting documents and processes
• Look for practical ways to improve office communication and efficiency

• Excellent organizational, communication and multitasking abilities
• Professional telephone etiquette and strong customer service skills
• A positive, friendly and helpful attitude
• Creative and resourceful approach to solving problems
• Calm and professional under pressure
• Comfortable in a fast-paced, multi-property environment
• Yardi Voyager, property management or access-control experience a strong asset

• Troubleshooting common office technology before escalating
• Using online resources and AI-assisted tools to research and work efficiently
• Building spreadsheets, tables, templates and mail merges with minimal supervision
• Spotting opportunities to improve administrative processes

Office-based, with sitting, standing and moving throughout the day. The role involves regular contact with owners, residents, vendors and the public, including occasional difficult conversations, and occasional lifting of supplies, mail bins and meeting materials.

Candidates selected for an in-person interview complete a practical skills assessment covering Microsoft 365 (Word, Excel and Outlook), focused on everyday administrative tasks for the role.

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