Condominium Property Administrator

13 hours ago

Vaughan, Canada Downing Street Property Management Inc. Full time

Downing Street Property Management Inc. (DSPM) is a third-party property management company with over 36 years of management experience in relation to all asset classes. Our current portfolio exceeds 10 million square feet throughout the GTA, Southern Ontario and beyond. DSPM employs over 40 staff, the majority of which are situated at our head office located in Vaughan, Ontario.

DSPM is proud to be an equal opportunity employer that promotes a range of diversity and ability. We are committed to fostering a safe, positive and collaborative work environment that respects people’s dignity, ideas, and beliefs. Employees are essential to the success of our organization, and we consider them to be our most valuable asset. We encourage all qualified applicants to join our growing team.

The Property Administrator is responsible for providing administrative and operational support to the Property Manager and Assistant Property Manager (if applicable) in the management of condominium properties. This role requires strong organizational skills, attention to detail, and excellent communication abilities to ensure the smooth and efficient operation of the condominium portfolio. The Property Administrator will work closely with the management team ensuring compliance with regulatory standards and organizational policies.

The Property Administrator is required to register and obtain a Limited Licence from the Condominium Management Regulatory Authority of Ontario (CMRAO) as a condition of employment.

**Key Responsibilities**:
**Administrative Support**:

- Coordinate and manage correspondence with owners, tenants of owners, contractors, and board members.
- Maintain accurate and up-to-date records of unit owner and tenant information.
- Schedule and prepare for meetings, including drafting agendas, notices, and minutes for condominium board meetings.
- Assist in the preparation and distribution of communications such as newsletters, notices, and reports.
- Maintain and organize condominium records in compliance with statutory regulations.

**Financial Coordination**:

- Assist accounting staff to resolve discrepancies related to common element fee collection matters.

**Operational Tasks**:

- Respond to inquiries and concerns from unit owners in a timely and professional manner.
- Liaise with contractors, vendors, and service providers to coordinate maintenance and repairs.
- Assist in monitoring compliance with condominium by-laws, rules, and regulations.

**Regulatory Compliance**:

- Support the Property Manager in ensuring compliance with Ontario’s Condominium Act and related regulations.
- Monitor and report on tasks related to the limited licence restrictions to ensure adherence.

**Limited Licence Conditions**:
1. **Supervisory Requirements**:

- All work performed under the Limited Licence must be supervised and reviewed by the Property Manager.
- The Property Administrator must report directly to the Property Manager for approval of tasks that involve financial or operational decision-making.

2. **Permitted Tasks**:

- Administrative support duties such as recordkeeping, correspondence, and scheduling.
- Routine communication with residents, contractors, and vendors.
- Assisting with documentation preparation (e.g., board meeting minutes, financial reports).
- Assistance with enforcement actions as directed by the Property Manager.

3. **Prohibited Tasks**:

- Entering into service agreements or contracts on behalf of the condominium corporation.
- Making financial decisions or approving budgets.
- Exercising authority to make operational decisions.
- Initiating reserve fund studies, audits, or legal-related activities without approval from the Property Manager.

The Property Administrator must adhere to these conditions at all times. Failure to do so will result in disciplinary action.

**Qualifications**:

- Registration or eligibility to register for a **Limited Licence** with the **CMRAO**.
- Previous experience in property administration or condominium management is an asset.
- Proficiency in Microsoft Office Suite and Yardi Voyager.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.

**Work Conditions**:

- Full-time position with occasional evening or weekend work required for board meetings or to assist with after-hours/emergency-related calls.
- Primarily on site with at locations within the portfolio.

Pay: $55,000.00-$60,000.00 per year

**Benefits**:

- Automobile allowance
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
- Wellness program

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- On call
- Weekends as needed

**Experience**:

- property management: 1 year (preferred)

Work Location: On the road

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