Condominium Property Manager

We are a property management company looking for a loyal, hardworking and energetic Property Manager to be the day to day operations and assets of the mixed portfolio, Condominium Corporation, residential rental and commercial. This position will be a cluster portfolio in midtown Toronto. If you are the type of person who is a self-starter, motivated, and has a hands-on approach with the ability to work independently with mínimal supervision then this role is for you.

DEPARTMENT: Operations

REPORTS TO: Regional Property Manager

OVERALL RESPONSIBILITY
Provides the day to day operations and assets of the Condominium Corporation.

Full-time contract.

KEY AREAS OF RESPONSIBILITY

Responsibilities include but are not limited to:
(A) PHYSICAL BUILDING MANAGEMENT
- Plans and manages building maintenance repair programs through staff and third-party contractors
- Monitors the quality of all repairs and maintenance
- Negotiates and monitors building service contracts
- Manages administration, operations and security programs, ensuring optimum building performance
- On-going review of reserve fund study and implement as applicable (requires Board approval)
- Pro-active regular building inspection
- Management of special projects as required
- Implements seasonal maintenance programs
- Maintains cohesive relationship with the building staff
- Interface with Developer and Tarion to ensure completion of Performance Audit
- Implements Declaration with respect to insurance and suite repairs

(B) ADMINISTRATION
- Acts as prime contact with the Board of Directors
- Prepares Monthly Board of Directors Information Package including Monthly Report
- Attends Board Meetings
- Supervises all corporation employees and outsourced contract employees and contractors
- Assists Board in development and implementation of corporate policies (i.e. Harassment Policy)
- Prepares and delivers AGM materials to owners in accordance with Condominium Act of Ontario
- Ensures the integrity of the Resident Registry Files
- Establishes 24-hour emergency response procedure
- Acts on behalf of the Corporation in resolving residential issues
- Open/Close Management office as per office working hour’s schedule.
- Maintain PC Based Owner/Resident Information Registry
- Maintain Hard-copy Owner/Resident Information Files
- Maintain Unit Owner Contact List
- Maintain Vendor Contact Information
- Ensure timelines and accuracy of Owner/Resident communication materials
- Maintain unit files with original letters received and responses from manage
- Obtain reports from Concierge Desk
- Highlight anything requiring manager’s attention
- Obtain and file completed reports such as parking stickers, notes, keys, etc.
- Prepare a list of duties for the building staff, i.e., common area repairs, resident’s complaints, etc.
- Maintain corporation files including off-site storage
- Monitor bulletin boards on a regular basis
- Post new notices and remove old notices as necessary
- Supply Requisition
- Update resident information at the building website
- Under the guidance of the Senior Property Manager, establish and maintain a professional working relationship with all owners and residents within the building(s)
- Process all potential insurance claim reports for review by Regional Property Manager
- Maintains high level of customer service in all aspects of communication

(C) FINANCIAL
- Prepares and manages capital and operating budgets
- Implements expenditures in accordance with Board policy
- Reviews monthly unaudited financial statements and prepares financial variance analysis
- Reviews arrears and ensures timely collection
- Maintains a working knowledge of Corporation’s investment plan

(D) ACCOUNTING
- Process amenity booking deposit cheques and forward to Head Office for deposit
- Follow up on late payments, NSF cheque returns and outstanding charge-backs
- Maintain insurance binders for vendors (+WSIB) to ensure that all requirements are being met
- Manage contractors’ queries and correspondence.
- Assists in the tendering process for supplies and services and coordinates specifications and tendering of contracts
- Assist in invoice processing by matching to purchase orders
- Monitors the collection of common element assessment payments and undertakes the collection efforts
- Prepare arrears letters and correspondences with unit owners

(E) Facility Bookings
- Book guest suites and schedule with Concierge and Cleaning Staff
- Book party room and schedule with Concierge and Cleaning Staff
- Book elevator for deliveries and moves. Manage security deposits and Concierge damage checklist

(F) COMPLIANCE
- Enforces the corporation’s documentation including rules, regulations, and by-laws as set out in the corporation’s Declaration in accordance with the Condominium Act of Ontario
- Legislative Codes pertaining to Life Safety, Rights issues, Municipal Codes, PIPEDA and WSIB
- Strong working knowledge of the Condominium Act of Ontario and ACMO