Property Manager

**GENERAL OVERVIEW**

The Property Manager at Harkoda Condominium Services is responsible for ensuring that the daily operations of assigned condominium properties are managed effectively. This role involves:

- Enforcing the Corporation’s Bylaws
- Overseeing property maintenance
- Supervising staff
- Managing finances
- Liaising with residents and the Board of Directors
- Ensuring compliance with legal and operational policies

The Property Manager is expected to maintain high standards of service, ensuring resident satisfaction and efficient management of resources.

**1.0 RESIDENT & BOARD OF DIRECTOR RELATIONS**
- Assist the Board in enforcing the Corporation’s Bylaws, Declaration, Rules, and Regulations.
- Ensure resident satisfaction and provide high-quality customer service.
- Handle resident complaints professionally and escalate issues to the Board as needed.
- Communicate effectively with residents, both in writing and verbally.
- Provide copies of all relevant correspondence to the Board upon request.

**2.0 STAFF MANAGEMENT**
- Assist in training new management staff to ensure operational consistency.
- Approve Corporation staff vacation schedules and arrange replacements as needed.
- Oversee hiring, training, supervision, and disciplinary actions for all building staff.
- Obtain authorization from the Regional Property Manager before hiring or dismissing staff.
- Conduct periodic staff performance evaluations using prescribed formats.
- Hold regular staff meetings to align on operational goals.
- Maintain up-to-date job descriptions for all staff members.

**3.0 BUILDING OPERATIONS & MAINTENANCE**
- Negotiate and oversee contracts for maintenance services (groundskeeping, snow removal, painting, general repairs).
- Note: Managers are not authorized to sign cheques or contracts on behalf of clients._
- Manage insurance coverage, including claims processing and coordination with adjusters, residents, and contractors.
- Ensure all proof of loss statements are accurate and signed as required.
- Maintain logs and records for maintenance activities and operational checklists.
- Conduct contractor performance reviews with the Board as necessary.
- Implement and maintain a Preventative Maintenance Program for mechanical, electrical, plumbing, and fire safety systems.
- Conduct weekly property inspections and document findings.
- Complete monthly written inspection reports and share with the Board if required.
- Ensure timely follow-up on maintenance issues identified during inspections.
- Supervise contractors, coordinate work schedules, and monitor performance.
- Ensure properties are covered 24/7 for emergencies.
- Ensure completion of all tasks outlined in operational checklists and budgeted plans.

**4.0 ADMINISTRATIVE DUTIES**
- Attend Board meetings and prepare detailed Property Manager Reports.
- Maintain accurate records for the Corporation, including owner registers and contact information.
- Ensure compliance with condominium legislation and relevant government regulations (Fire Code, Human Rights, Municipal Bylaws, Employment Standards, and Workers' Compensation).
- Provide timely reports to Head Office as required.
- Maintain professional correspondence with residents and external agencies.
- Oversee preparation and accuracy of Status Certificates, if required.
- Ensure timely and proper placement of insurance policies for the Corporation.
- Advise the Board on all condominium matters and consult legal counsel when necessary.
- Schedule and arrange for Annual General Meetings (AGMs) and special meetings as required.
- Report all significant occurrences to Head Office.

**5.0 FINANCIAL MANAGEMENT**
- Prepare and present the first draft of the Annual Operating Budget to the Regional Property Manager.
- Review financial statements, balance sheets, and general ledgers before distribution to the Board.
- Discuss financial statements and budget variances with the Board as required.
- Develop a pro-forma budget projection of revenue and expenses based on financial performance.
- Exercise strict budget control to ensure all expenses are approved in accordance with Board directives.
- Recommend investment policies and ensure compliance with Board-approved financial plans.
- Relay financial questions or concerns from the Board to the Accounting Department.
- Recommend appropriate wage rates and provide reports on staffing budgets.
- Secure competitive pricing for all required services.
- Maintain a planned expenditure listing for future budget planning.
- Ensure timely collection of common element fees and enforce lien registrations for non-payment.
- Approve and authorize all expenditures, ensuring proper allocation and adherence to financial policies.
- Oversee payroll processing and reporting for condominium staff.

**6.0 RISK MANAGEMENT & SAFETY**
- Implement risk management strategies to protect residents and property assets.
- Ensure adherence to fire safety plans and regulatory compliance.
- Co