Assistant Property Manager, Downtown Toronto

Job description

About the role The Assistant Property Manager supports the General Licensed Property Manager in delivering the condominium corporation’s operational and governance objectives. This role bridges administrative and managerial functions by assisting with resident relations, coordinating contractors and maintenance activities, preparing financial documentation, maintaining accurate records, and supporting the organization of board and owner meetings. This is an on-site position based within a condominium community, with standard office hours of Monday to Friday, 9:00am to 5:00pm. Remote work options are not available. Occasional evening work may be required to support board or owner meetings. What you'll do Support the General Licensed Property Manager in responding to resident inquiries and concerns in a professional, timely, and solution-focused manner. Provide courteous and prompt service to residents, board members, contractors, and staff. Assist in building and maintaining positive relationships between the board of directors, residents, contractors, and the site team. Attend and contribute to board meetings and committee meetings, as requested. Support compliance with the corporation’s Declaration, Bylaws, Rules, and applicable condominium legislation. Assist with coding accounts payable invoices and preparing documentation for approval. Verify backup documentation for invoices to support audit requirements and accurate financial records. Monitor common element fee payments, prepare arrears reports, and support collection efforts under the direction of the General Licensed Property Manager. Assist with audit preparation, banking records, signing authority updates, and budget preparation. Conduct regular walkthroughs and inspections of the common elements and report findings for follow-up and resolution. Coordinate contractors, service providers, and on-site staff for routine maintenance, repairs, inspections, and special projects. Track maintenance requests, service calls, and follow-up items to support timely resolution and accountability. Support emergency preparedness and life safety procedures, including fire alarm testing, elevator inspections, and related documentation. Maintain accurate owner and resident records, correspondence, service requests, invoices, contractor documentation, governing documents, meeting minutes, and corporate files. Prepare and distribute resident communications, notices, compliance letters, newsletters, and community updates under the direction of the General Licensed Property Manager. Assist with board and owner meeting packages, including agendas, minutes, follow-up action items, AGM notices, budget packages, and Information Certificate packages. Coordinate meeting logistics, including scheduling, venue setup, virtual meeting arrangements, and document distribution. Monitor compliance deadlines, inspection reports, testing schedules, municipal bylaw requirements, fire code requirements, AODA standards, and health and safety protocols. Provide documentation and administrative support during audits, inspections, and other governance-related processes. Qualifications Minimum 1 year of experience in a condominium management services role. Valid Limited Licence under the Condominium Management Regulatory Authority of Ontario. Actively pursuing education requirements for a General Licence with the CMRAO is preferred. Post-secondary education in business administration, real estate, property management, or a related discipline is considered an asset. Understanding of condominium governance and administrative procedures. Familiarity with the Condominium Act, 1998, the Condominium Management Services Act, and the CMRAO Code of Ethics. Knowledge of resident communication, internal communication protocols, and community engagement practices. Strong interpersonal and communication skills, with the ability to maintain professional relationships with residents, board members, contractors, service providers, and internal team members. Proficiency with Microsoft Office, including Outlook, Word, and Excel. Familiarity with condominium management platforms such as Condo Control or Condo Manager. Strong organizational and time management skills, with the ability to manage multiple priorities. Strong written communication skills for drafting notices, emails, letters, and resident updates. Ability to work independently, follow established procedures, and know when to escalate matters to the General Licensed Property Manager. Ability to adapt to changing priorities and deliver quality service in a fast-paced, client-focused environment. 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. About Icon Property Management ICON Property Management is a leading condominium management firm committed to providing professional, responsive, and principled management services to condominium communities across Ontario. Our team works closely with boards of directors, residents, contractors, and industry partners to support well-managed communities, strong governance, and long-term property value. At ICON, we believe successful property management is built on clear communication, operational consistency, strong records management, and a service-focused approach. We are looking for an organized and professional Assistant Property Manager to support the successful day-to-day operation of a residential condominium community.