Assistant Condominium Manager

FirstService Residential Canada; Toronto; Hybrid; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Health Spending Account

Workperks

Hybrid schedule

Job summary

FirstService Residential Canada is seeking an Assistant Condominium Manager in Toronto to support the Property Manager in day-to-day operations and resident services. You will handle inquiries, coordinate trades, and assist with filing, reporting, and board materials.

The role requires at least 1 year in property management, a high level of organization, strong communication skills, and computer proficiency. Hybrid schedule with benefits including health-related options and more.

Qualifications

• Minimum 1 year of experience in property management.
• Ontario Secondary School Diploma or equivalent required.
• Proven time management, organizational and communication skills.

Responsibilities

• Prepare notices and address resident inquiries with courtesy and professionalism.
• Answer phones, take messages, and support the Property Manager as needed.
• Coordinate with tradespeople and prepare summaries for the Property Manager.
• Handle mail, forms, and filing with accuracy and timeliness.
• Retrieve reports from Concierge Desk and flag items needing attention by the Property Manager.
• Maintain documents and boards materials; assist with reporting and inspections.
• Book rooms and elevators, collect payments per policy, and manage status certificates forms.
• Support building information updates and respond to emergencies promptly.

Skills

Time management

Organizational skills

Problem solving

Interpersonal skills

Customer service

English writing

Computer skills

Proactive mindset

Attention to detail

Education

Ontario Secondary School Diploma

Job description

Assistant Condominium Manager (Toronto)

FirstService Residential is owned by FirstService Corporation, a proudly Canadian company and one of Canada’s great business success stories.

Description

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

Why choose Us

We offer a hybrid working environment with flexible hours and the option for a modified 4.5 day work week. We have a comprehensive benefits program inclusive of a Health Spending Account, Workperks, and more! Most importantly, we are committed to empowering, developing and supporting all our associates.

The Assistant Property Manager provides support services to the Property Manager in the overall running of the site office and exceptional customer service to owners, residents, trades and other guests to the building.

Essential Duties & Responsibilities

• Prepare notices as needed
• Address resident inquiries with courtesy and professionalism
• Answer phone calls with courtesy, take messages or carry out functions if possible
• Communicate with tradesperson when requested by Property Manager, prepare call summary and include all details for Property Manager
• Obtain mail and distribute accordingly
• Obtain reports from Concierge Desk, highlight anything that requires the Property Manager’s attention
• Obtain all completed forms for filing, stamped received (i.e. Owner Information Form, Form 5, Tenant Information Form) and send by fax or Email to Accounts Receivable
• Copy Agenda, Managers Report, building inspections and other documents as requested by Property Manager
• Prepare packages for Board Members
• Date stamp invoices and cheques when they are received
• Enter cheques in the income intake report
• Book party rooms and collect money as per policy
• Book elevators for deliveries and moves
• Answer owner’s inquiries and requests
• Provide Status Certificates Request forms to owners
• Updating Building Information Sheets as needed
• Respond to emergency situations in timely manner
• Other duties as assigned

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Legislative Requirements

Assistant Property Managers who do not hold a Limited License cannot perform any of the condominium management services outlined below, even if they work under the supervision of a General or Transitional General Licensee (supervising licensee). Assistant Property Managers who hold a Limited License are permitted to perform condominium management services under the supervision of a supervising licensee, subject to the conditions outlined below:

• The Licensee shall not enter into, extend, renew or terminate a contract or other agreement on behalf of a client except with the prior approval of the supervising licensee.
• The Licensee cannot make any expenditures of more than $500 of the client’s money, not including the reserve fund, except with the prior approval of the Supervising Licensee.
• The Licensee shall not make expenditures out of, invest or otherwise make dispositions of a client’s reserve fund.
• The Licensee shall not sign status certificates under the Condominium Act, 1998 on behalf of a client
• The licensee shall not, on behalf of a client, give anything to an owner or mortgagee that the client is required to give to an owner or mortgagee under the Condominium Act, 1998

A Limited Licensee may perform an action in 1 or 2 above without the prior approval of a supervising licensee if it is necessary to ensure the immediate safety or security of persons using the property or to prevent imminent damage to the property or assets of the client.

Education & Experience

Ontario Secondary School Diploma (or equivalent)

The ideal candidate will possess a minimum of 1 year of experience in Property Management industry

Knowledge, Skills & Proficiencies

• Exceptional time management, organization skills and problem solving
• Excellent interpersonal, phone and Customer Service skills
• Ability to establish strong relationships with owners, vendors, coworkers etc.
• Proficient English speaking and writing skills
• Excellent computer skills
• Proactive problem and solutions recognition
• Excellent customer service skills
• Detailed oriented, organized and have strong time management skills

Compensation

Compensation for this role is $50,000 to 60,000 + benefits

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

FirstService Residential 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.

FirstService Residential welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the hiring and selection process.

Our hiring process may use AI screening for keywords and minimum qualifications. Talent Acquisition Specialists review all results.

In accordance with Ontario's Employment Standards Act (ESA) requirements, we confirm that this job posting is for an existing position within our organization.

INDHON

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We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

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