Property Manager,

About the role

ICON Property Management is seeking a proactive and knowledgeable Property Manager to oversee the successful transition and ongoing management of a new construction condominium community. This role is ideal for an experienced professional who understands the unique demands of new developments, including performance audits, warranty management, interim occupancy, and coordination with developers and construction teams.

Working closely with the Board of Directors, Regional Director, Senior Property Manager and site staff, the Property Manager will be responsible for establishing foundational procedures, managing early operational issues, and ensuring that the community is positioned for long-term success. This is a dynamic opportunity for a detail-oriented leader who thrives in a fast-paced environment and has a strong grasp of the Condominium Act, construction deficiency processes, and Tarion warranty coverage.

What you'll Do

Client Relations

• Serve as the primary point of contact to resolve developer or resident inquiries, requests and concerns in a timely and professional manner.
• Schedule, attend, and actively participate in board meetings, providing insights and updates on property management matters.
• Attend and contribute to committee meetings, as requested.
• Foster a strong, productive relationship between the developer, board of directors, residents committee members and site employees.
• Ensure compliance with the Declaration, Bylaws, and Rules of the corporation.
• Assist with the planning and organization of community events to enhance resident engagement.

Financial Management

• Prepare, implement, and manage operating and reserve fund budgets in alignment with the corporation's financial goals and legislative obligations.
• Monitor and evaluate expenditures to ensure cost effectiveness and compliance with board-approved budgets.
• Collaborate with the property accountant and financial advisor to manage cash flow and investments for long-term financial sustainability.
• Code and approve accounts payable invoices, ensuring appropriate backup documentation is provided for audit and recordkeeping purposes.
• Monitor common element fee payments and lead arrears collection efforts in accordance with the Condominium Act and the corporation's collection policy.
• Ensure timely submission and accuracy of financial documentation in accordance with internal controls and regulatory standards.
• Prepare supporting documentation for the corporation's annual audit, working collaboratively with auditors and the accounting team to address requests and ensure transparency
• Update banking authorities and oversee financial processes to ensure accuracy, transparency, and efficiency.

Building Operations

• Enforce cleanliness, security and safety standards throughout the condominium corporation
• Conduct regular inspections of the common elements, ensuring timely follow-up on any outstanding issues.
• Implement and oversee preventative maintenance programs, ensuring seasonal requirements are met.
• Review and implement energy management systems for optimal efficiency and cost-savings.
• Monitor contractor work, ensuring compliance with building standards and contractual terms.
• Ensure building emergency procedures are current, well-communicated, and properly implemented.
• Develop and implement a comprehensive annual maintenance plan to proactively manage the upkeep of the condominium's common elements.

Team Management

• Collaborate with the Regional Director to develop goals and communicate established goals with the site team.
• Provide leadership, guidance and support to on-site staff, ensuring a positive and productive work environment.
• Address employee inquiries, requests and concerns with a focus on conflict resolution.
• Conduct regular performance reviews, performance feedback sessions and assign stretch assignments to encourage employee development.
• Oversee talent acquisition, training, and professional development for site staff.
• Facilitate regular team meetings to encourage proactive communication, team buy-in and alignment.

Contract Management

• Define the scope of work for regular contractors, ensuring clarity and alignment with the corporation's needs.
• Review contractor specifications and tenders, presenting summaries and recommendations to the board of directors.
• Lead contract negotiations, securing favorable terms while adhering to legal and regulatory requirements.
• Oversee the execution of contracts, ensuring warranty issues are addressed and resolved.
• Ensure all performance audit deficiencies are identified, tracked and resolved within the legislated deadline.
• Maintain adherence to all applicable regulations and building codes during contract implementation.

Administrative Services

• Ensure all administrative requirements of the property are met in an organized and timely fashion.
• Lead the tendering and negotiation of condominium insurance coverage, managing the administration of any claims that arise.
• Oversee the preparation and distribution of Annual General Meeting (AGM) packages and ensure board reporting is completed efficiently.
• Handle board correspondence and maintain accurate records, including a reading file for board members.
• Ensure that all property policies and procedures are followed, fostering an environment of compliance and professionalism.
• Provide vacation relief and administrative coverage at other ICON-managed condominium sites, based on operational requirements and under the direction of senior management.

Compliance & Regulatory Oversight

• Ensure the corporation's full compliance with all applicable federal, provincial, and municipal legislation, regulations, and codes governing condominium operations, health and safety, accessibility, and residential property management.
• Maintain compliance with the Ontario Fire Code by ensuring life safety systems are tested and inspected as required, and that an up-to-date, approved Fire Safety Plan is implemented and communicated to staff and residents.
• Monitor and enforce compliance with all applicable municipal bylaws, including those related to property standards, noise, short-term rentals, parking, and waste management.
• Ensure all required records, including governing documents, financial statements, minutes, and owner notices, are properly maintained in accordance with Condominium Act and CMRAO regulations.
• Ensure full compliance with CMRAO licensing requirements and Code of Ethics when providing condominium management services on behalf of the licensed provider.
• Oversee the preparation and submission of annual filings and assessments to the Condominium Authority of Ontario (CAO).
• Implement and monitor compliance with AODA standards and workplace safety protocols under the Occupational Health and Safety Act.
• Stay informed of legislative and regulatory changes and ensure that site staff and board members are advised of necessary updates to procedures and policies.

Qualifications

• General License in good standing with the Condominium Management Regulatory Authority of Ontario (CMRAO).)
• Post-secondary education in business administration, real estate, or a related discipline is preferred.
• Minimum 3–5 years of experience managing residential condominium properties including direct experience overseeing new condominium developments from interim occupancy to registration.
• Strong understanding of the Condominium Act, Condominium Management Services Act, Tarion Warranty Program, and CMRAO regulations.
• Demonstrated financial acumen in budgeting, procurement, and contract negotiation.
• Excellent written and verbal communication skills with the ability to effectively manage relationships at all levels.
• Strong project management, time management, and organizational skills.
• High-level proficiency in Microsoft Office (Outlook, Word, Excel) and familiarity with condominium management platforms.
• Familiarity with building mechanical systems and energy management strategies.
• Ability to adapt to evolving project phases and make informed decisions in a fast-paced environment.
• Familiarity with property management software (e.g., Condo Control, Condo Manager) and Microsoft Office Suite.

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, color, 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.