Property Administrator

About the role

ICON Property Management is seeking a detail-oriented and professional Property Administrator to support the day-to-day operations of a condominium community. Reporting to the Condominium Manager, this role is responsible for managing administrative functions that keep the community running smoothly and efficiently.

The Property Administrator serves as the first point of contact for residents and provides key support to the Board of Directors. Responsibilities include maintaining accurate records, coordinating communications, assisting with meeting preparation, managing owner inquiries, and supporting contractor coordination.

The ideal candidate is organized, diplomatic, and customer-focused, with excellent communication skills and the ability to balance multiple priorities. By ensuring clear communication, accurate documentation, and timely follow-up, the Property Administrator plays a key role in supporting compliance, enhancing resident satisfaction, and contributing to the overall success of the community.

What you'll do

Responsibilities for this position include, but are not limited to the following:

• Act as the primary administrative support for the site property manager and ensure smooth day-to-day operations of the condominium community.
• Professionally respond to resident and board member inquiries by phone, email, and in-person, ensuring timely follow-up and resolution of concerns.
• Review daily reports from security personnel and escalate issues requiring management attention.
• Maintain and update owner and resident contact records, including tracking changes in unit ownership and resident information.
• Prepare and distribute resident communications, including notices, email blasts, and compliance letters in accordance with corporate templates.
• Process resident documentation such as amenity booking forms, parking permits, and resident information sheets.
• Prepare weekly interoffice mail packages and coordinate incoming and outgoing correspondence with ICON's head office.
• Assist in the drafting of corporate policies, procedures, and community notices under the direction of the property manager.
• Coordinate contractor and maintenance visits and liaise with the superintendent for service requests, as directed.
• Maintain logs for Common Expense Fee (CEF) and sundry payments and prepare related documentation for accounting.
• Order and manage inventory of office supplies.
• Provide administrative support during the preparation of board and owners' meetings, including the organization of meeting materials and records.
• Support the preparation of monthly management reports, operational logs, and building inspection documentation.
• Notify ICON's head office of unit sales to update ownership records accordingly.
• Provide vacation relief and administrative coverage at other ICON-managed condominium sites, based on operational requirements and under the direction of senior management.

Qualifications

• Minimum of a 1-year experience in a customer service or office administration role.
• Experience in a property administration or condominium customer service role considered an asset.
• Post-secondary education in business administration, real estate, or a related discipline is preferred.
• Valid Limited License under the Condominium Management Regulatory Authority of Ontario (CMRAO).
• Understanding of condominium governance and administrative procedures.
• Familiarity with the Condominium Act, 1998 and CMRAO regulations.
• Knowledge of internal communication protocols and resident engagement practices.
• Strong interpersonal and customer service skills with a professional and courteous manner.
• High-level proficiency in Microsoft Office (Outlook, Word, Excel) and familiarity with condo management platforms such as Condo Control or Condo Manager.
• Excellent time management and organizational skills with the ability to handle multiple priorities.
• Strong verbal and written communication skills for drafting notices, emails, and letters.
• Ability to work independently, follow established procedures, and know when to escalate matters to the Condominium Manager.
• Ability to adapt to changing needs and deliver quality service in a fast-paced environment.

Working Conditions

• The role is based on-site within a condominium community, with standard office hours (Monday-Friday 9:00 AM – 5:00 PM). Remote work options are not available.
• Occasional evening work may be required to support Board or Owner meetings.
• Work is primarily administrative and sedentary but may require walking the property or coordinating with maintenance staff on-site.
• Must be comfortable interacting with residents, trades, and corporate team members in a professional setting.

ICON is committed to fostering an inclusive, accessible environment, where all employees feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of our clients and the communities in which we serve. If you require an accommodation for the recruitment/ interview process, please let us know and we will work with you to meet your needs.

ICON Property Management is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, colour, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.