Site Manager

We are seeking an experienced and detail-oriented Site Manager to join a team of two full-time on site caretakers, You will oversee the daily operations and administrative functions of our residential properties. The ideal candidate will bring proven expertise in property management and exceptional organizational skills. They will ensure that all administrative tasks, maintenance schedules, and resident concerns are handled efficiently, while maintaining accurate records and upholding high standards of property upkeep. The Site Manager will act as a liaison between residents, contractors, and the Strata Property Manager to ensure smooth operation and compliance with bylaws and regulations.

Key Responsibilities

Administrative & Record Keeping:

• Oversee and manage daily activities.
• Ensure all site documentation is maintained accurately and updated in a timely manner.
• Maintain accurate records for residents, parking spaces, storage lockers, and rentable spaces.
• Keep up-to-date lists of residents requiring assistance in emergencies, ensuring accessibility in all buildings.
• Administer the management of suite entry keys, ensuring secure access and record-keeping.
• Oversee contractors onsite, tracking work and repairs for future reference.
• Maintain and submit Form Ks (tenant confirmations) to the Property Manager in a timely manner.
• Prepare monthly administrative reports focusing on operational improvements and tasks.
• Report and log incidents of vandalism, bylaw violations, or other safety concerns.
• Administer records for all rentable underground parking spaces, including resident details and a waitlist, while ensuring fair allocation based on building residence.
• Maintain an accurate inventory of all Strata Corporation equipment and supplies, ensuring proper tracking of use and replacement needs.
• Manage petty cash funds for small purchases, keeping detailed accounts and submitting regular reports.
• Ensure records of equipment maintenance and systems servicing are updated regularly and in accordance with service schedules.
  
  

Property Maintenance Support

• Coordinate and maintain a comprehensive log of tradespeople’s activities, ensuring all on-site work is documented, including repairs and routine maintenance.
• Liaise with contractors, including cleaners, plumbers, electricians, and landscapers, ensuring work is completed efficiently and documented.
• Facilitate contractor access for common and in-suite inspections (fireplaces, fire systems), maintaining a record of all inspections performed.
• Obtain and manage quotations for required work and repairs, keeping detailed records for future reference.
• Routine building inspections for maintenance needs.
• Execute minor repairs and coordinate major repairs with contractors as needed.
• Serve as a key point of contact for tenant inquiries and move-in/move-out processes.
• Monitor maintenance of outdoor areas, including gardens, lawns, and parking spaces.
• Keep roofs clean of debris and personally inspect them regularly.
• Respond to emergencies and ensure appropriate follow-up actions.
  
  

Qualifications

• Proven experience in property management or related administrative fields.
• Strong communication and organizational skills.
• Ability to work independently and as part of a team.
• Familiarity with safety and security protocols.
• Familiarity with Microsoft Office Suite.
• Ability to climb ladders.
• Ability to execute basic handywork; skilled in a wide range of repairs for keeping buildings in good condition.
  
  

Working Hours & Emergency Response

• 5 days a week with on-call responsibilities for emergencies during business hours.
• A company cell phone will be provided for emergencies.
• Vehicle required.
  
  

The ideal candidate lives either on the property or 15 minutes drive away.

Competitive starting salary ($65,000 - $70,000 annually) based on level of experience.

As site manager, your role will predominantly focus on administrative functions, ensuring accurate documentation and compliance with property bylaws while supporting maintenance efforts as needed.

About Proline Management Ltd.

With 55+ employees, 4 offices, and over 37 years in the business of property management, we are a friendly, interactive and hardworking group of people focused on developing and improving our organization and contributing to our community. We offer fun and professional working environment, maintaining an inclusive, small business feel while constantly striving to improve and develop as a company. We welcome team members who approach each day with positivity and enjoy working to help others live and grow together.