Key Responsibilities
Administrative Duties:
- Serve as the primary point of contact for assigned homeowner association properties
- Conduct regular site inspections, attend board and annual general meetings, and follow up on action items.
- Manage day-to-day property operations, ensuring compliance with all governing documents and legislation.
- Maintain accurate records, documentation, insurance requirements, and estopple certificates in accordance with legislation.
Board/Committee & Resident Relations:
- Build professional relationships with Board/Committee Members, understanding the unique dynamics and priorities of each.
- Handle resident complaints and inquiries with empathy, professionalism, and patience.
- Set and manage expectations clearly, maintaining professional boundaries while providing guidance.
- Facilitate Board, AGM, and owners’ meetings including preparation, attendance, and follow-up. Evening meeting availability required.
Maintenance & Contractor Oversight:
- Ensure preventative and routine maintenance programs are in place and operational.
- Manage contractor lifecycle from selection to performance review.
- Maintain inventories and supervise the allocation of parking, lockers, and other shared assets – if applicable
Financial Management:
- Assist Boards with budgeting, financial reporting, Reserve Fund planning, and audit (if applicable) processes.
- Review invoices, manage collections, and support financial compliance.
- Manage any additional billings such as water or property tax recovery
Governance & Compliance
- Ensure compliance with all relevant legislation (PIPEDA, OHSA, AODA).
- Advise the Board/Committee on governing documents, legal matters, and policy development.
Company Obligations:
- Reception coverage on Fridays and back up coverage for reception holidays, sick days, etc.
- Operate within corporate policies and procedures.
- Demonstrate professionalism, integrity, and alignment with company values in all interactions.
- Contribute proactively to departmental meetings and continuous improvement initiatives.
