Condominium Administrative Manager

Condominium Administrative Manager

Thunder Bay Condominium Corporation #5, o/a Waverley Park Towers (WPT)

Location:

405 Waverley Street, Thunder Bay, ON, P7B 1B8

Job Type:

Permanent - 30 hours/week

Schedule:

Monday - Friday (In-Office)

Salary:

$50k +

To be determined based on experience/knowledge

Job Description:

The Administrative Manager is responsible for daily administrative operations and is the first point of contact for Waverley Park Towers (WPT)

Under the direction of the Board of Directors, working with the Treasurer, Secretary and

Building Manager, the Administrative Manager defines issues, collects relevant data, sets out the facts, draws valid conclusions and initiates actions to: manage and control the budget(s), perform annual and daily financial and administrative functions to ensure legal compliance, enhance financial viability, preserve assets and manage assignments.

Duties/Responsibilities

• Performs all work within the requirement of the Condominium Act, Condominium Management Services Act and other regulatory bodies.
• Listens to, records and handles issues from owners and tenants
• Drafts the annual budget and project budgets for timely review by the Board of Directors
• Manages approved budget(s) with current transaction records, reports & statements for audit preparation, analyzes & develops option(s) to address budget variances in-year
• Analyzes utility usage, lease turnovers, renewals, inquiries, advising the Board and providing relevant, current information for decision-making
• Verifies, records, processes payment of Accounts Payable, submitting cheques to signing officers for approval & signatures
• Ensures times sheets are entered into third party payroll provider system and balance T4s
• Ensures timely collection, posting and payment of Accounts Receivables
• Handles all funds and completes bank deposits in timely manner
• Prepares monthly financial statements for Board review
• Prepares & sends agenda and documents for monthly Board meetings and AGM
• Organizes monthly Board and Annual meetings
• Records minutes of Board Meetings and AGM and prepares final minutes for approval at the next scheduled meeting
• Retains signed Board Minutes, motions, files and administrative records for regulatory and audit reporting
• Ensures that all unit files are complete
• Works with the Building Manager to maintain vendor/contractor communications on scheduling & monitoring work, permitting, billing, insurance & certificates of completion
• Negotiates written leases and agreements with corporate tenants and service providers
• Ensures timely notices and communication options with owners, and lease holders on relevant matters
• Initiates evictions, lease/contract end notifications and liens when required
• Employs a “safety first” principle with staff and corrects unsafe work conditions in a timely manner
• Ensures building security maintains office security passwords, master keys and safety plans
• Organizes incoming inspection visits, and distributes reports to the Board
• Responsible for the office condition, opening on schedule, working and holding meetings on-site
• Lead the WPT emergency plan to ensure proper handling with staff and residents to minimize liabilities
• In conjunction with the Building Manager and in compliance with the Labour and relevant employment codes, hires, trains, supervises the Building Cleaner
• Coordinates staff vacation schedules to ensure coverage
• Other duties as required

Qualifications:

• CMRAO General License required
• 3+ years experience in condominium management industry

Skills/Abilities:

• Advanced Condominium Act knowledge
• Demonstrated case and file management skills, administrative and coordination skills, stress management and time management skills, ability to meet deadlines
• Excellent communication skills both oral and written
• Adaptability and self-motivation
• Critical and logical thinking, analysis, and reasoning; ability to identify problems and create resolution
• Advanced PC application skills with MS Word, Excel and Outlook
• Experience with Condo Manager and/or Kantech is considered an asset
• Ability to work extra hours as required

Employee benefit package available

How to Apply:

Email a cover letter, resume, and proof of CMRAO General Licenseto: info@wptowers-tb.ca

*Please note, we will only be contacting those selected for an interview.

Job Types: Full-time, Permanent

Salary: From $50,000.00 per year

Application question(s):

• Have you worked with Condo Manager Software?
• Have you worked with Kantech Security Software & Systems?

Experience:

• Financial/ bookkeeping: 1 year (preferred)
• Condominum Management: 3 years (required)
• Administrative: 1 year (preferred)

Licence/Certification:

• CMRAO General Licence (required)

Ability to Commute:

• Thunder Bay, ON P7B 1B8 (required)

Work Location: In person

Application deadline: 2024-02-25
Expected start date: 2024-04-01