Assistant Condominium Manager

2 months ago

KitchenerWaterloo, Canada Duka Property Management Inc. Full time

Property Management company currently has an Assistant Condominium Manager (ACM) position available for a cluster of Condominium Corporations located in the Kitchener-Waterloo/ Guelph area.

ACM reports to the Condominium Manager (CM) and the Board of Directors. The main responsibility of an ACM is to manage, maintain and oversee the daily operation of the Condominium Corporations ensuring effective and efficient management alongside the CM. ACM is also responsible for monitoring maintenance and repairs of the building. They must be able to complete their daily duties while multi-tasking efficiently and juggling unexpected developments such as emergencies. The ACM is also expected to provide coverage for vacations and all other time off requests from the CM.

Depending on the size of the Corporation, an ACM, Site Administrator and CM may work together as a team at the site office. In cases of a smaller Corporation, ACM will assume the administrative duties.
- Relevant experience in the industry;
- A valid CMRAO license (or looking to obtain).
- Solid computer knowledge.
- Excellent communication, interpersonal, leadership and organizational skills.

ACM has a wide array of diverse duties and responsibilities which must be performed on a daily basis. Here are the outlines of the ACM responsibilities (including but not limited to):

- Communicate and get instructions from CM and report to him/her on the regular basis.
- Maintain all information pertaining to the corporations in an orderly fashion, ensuring that any persons requiring the information will be able to access it quickly and easily.
- Responsible to maintain all correspondence to unit owners.
- Responsible to retrieve updated contact information from unit owners and update the S Drive (Duka Data)
- Responsible to maintain updated information of all trades including insurance coverage and WSIB.
- Responsible to prepare, maintain and update for each property the service agreements and contracts spreadsheet.
- Prepare minutes of meetings and reports generated by the CM.
- Ensure preparation of packages for Board meetings as per instructions of CM.
- Ensure preparation of AGM packages as per instructions of CM.
- Able to read the corporation’s Financial Statements.
- Prepare letters to outstanding owners in arrears after having received the A/R report by associated accountant.
- Prepare 1st arrear letters on the 5th day of the first month. Prepare 2nd arrear letters on the 25th day of the first month. Prepare Final letters on the 5th day of the second month.
- Maintain updated water meter reading records of corporations (monthly or bi-monthly) and prepare invoices to unit owners periodically as instructed by CM.
- Responsible for key control (unit door keys, unit mail box keys, keys for common areas and lock boxes at the site) and access control of units and utility rooms by the trades.
- Obtain quotations and specifications from contractors, co-ordinate all paper work and create spreadsheets for comparisons, in preparation for Board meetings.
- Perform periodic site inspection including checking the overall appearance, deficiencies, landscaping, fire equipment, utilities rooms, garbage rooms etc.
- Monitor and evaluate the work performed by contractors.
- Receive and takes action on all complaints and service request from tenants and owners
- Review daily security reports and initiate follow-up actions as necessary.
- Monitors tenant/owner activities for compliance with the Condo Act, Declaration, by-laws, and rules.
- Assist the CM to manage a wide variety of special projects associated with renovation and remodelling of common elements.
- Co-ordinate with owners if access to units is needed.
- Book suites for residents on calendar in guest book, notify concierge and cleaning company,
- Book party room for residents as per policy, coordinate with the concierge and cleaning company.
- Check bulletin boards which are located by the mail boxes on ground level, every other day and remove old notices.
- Able to fulfill CM’s tasks and duties when away on sick leave or vacation.

Application Process:
Applicants should submit a résumé and cover letter outlining how they meet the specific requirements of the position.

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Kitchener-Waterloo, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- property management: 1 year (preferred)

Work Location: In person

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