Document and record management

Board meeting coordination including preparation of monthly management report

Handle daily correspondence including resident inquiries and complaint resolution

Fee collection and financial management of common element fees and maintaining accurate accounting records

Maintain comprehensive records of property-related matters and produce administrative documents such as Status Certificates, Welcome Packages, etc.

Compliance and regulatory adherence to the Corporation’s Declaration, By-laws, Rules, and the Condominium Act

Provide overall administrative assistance to the board and property managers, including scheduling, organizing meetings, and maintaining office operations

Prepare and distribute Corporation’s annual budget

Generate regular financial statements, including income statements, balance sheets, and cash flow reports, to provide a clear overview of the Corporation’s financial position

Process and pay invoices on behalf of the Corporation on a timely basis

Maintain accurate financial records, including income and expense tracking, ensuring timely payment to vendors and service providers

Follow up on delinquent accounts and produce notices of lien when applicable

Assist in long-term financial planning, identifying cost-saving opportunities and providing financial guidance

Coordinate financial audits

Manage and coordinate routine maintenance repairs, tasks, and service requests to ensure upkeep of the property

Oversee the maintenance of common areas, amenities, and shared facilities

Conduct regular property inspections and implement annual plan to extend lifespan of assets

Establish and implement emergency response protocols and manage emergency situations

Source, evaluate, and manage relationships with vendors, contractors, and service providers

Ensure compliance with local regulations, building codes, safety standards, proper contractor licensing and WSIB, and implement measures to address compliance issues

Coordinate security measures to maintain a safe and secure environment for residents

Assist with insurance claim processing, conduct risk assessments, and protect property and residents

Rules and regulations enforcement: Ensuring compliance with the community's rules and regulations and taking necessary actions when violations occur.

Conducting Reserve Fund Studies to assess the long-term funding needs of the Corporation

Collaborate with stakeholders to define project objectives and deliverables and create comprehensive project plan

Assist in the development of project budgets, providing costs estimates

Identify and vet suitable contractors for the project and obtain competitive bids

Navigate necessary permits and regulatory requirements for the project

Negotiate contracts with contractors, ensuring clear terms, and managing contract administration throughout project duration

Implement quality control measures and conduct regular inspections throughout project duration

Supervising construction activities, coordination contractor activities, and ensuring compliance with safety protocols

Facilitate effective communication with the Board, owners, and residents providing regular updates and addressing any questions or concerns

Provide 24/7 emergency services through emergency line

Manage correspondence and communication channels with residents, owners, and Board Members

Implement and manage communication platforms such as online portals, electronic communication, newsletters, to facilitation efficient communication with residents

Distribute important announcements, updates, and notices to residents

Organize and facilitate resident meetings to promote engagement and input

Provide communication services in resolving conflicts or disputes between residents

Utilize technology solutions such as online portals and automated systems to enhance communication and improve efficiency