Property Manager (Richmond Hill)

Job description

About the role As a Property Manager at ICON Property Management, you will be the primary on-site representative for a residential condominium community, ensuring the smooth delivery of day-to-day operations. Reporting to the Regional Director, you will work closely with the board of directors, residents, contractors, and internal departments to maintain an organized, compliant, and well-run community. You’ll be responsible for implementing board-approved decisions, overseeing maintenance and service contracts, managing budgets, supervising on-site staff, and ensuring compliance with all legislative and corporate standards. This role requires strong leadership, organization, and communication skills, as well as a proactive approach to problem-solving. At ICON, we value professionalism, collaboration, and excellence in service. If you take pride in building positive relationships, providing sound guidance to boards, and creating communities residents are proud to call home, we’d love to hear from you. What you'll do Responsibilities for this position include, but are not limited to the following: Client Relations Serve as the primary point of contact to resolve resident inquiries and concerns in a timely and professional manner. Provide prompt, courteous, and solution-focused responses to all communications. Schedule, attend, and actively participate in board meetings, providing insights and updates on property management matters. Attend and contribute to committee meetings, as requested. Foster a strong, productive relationship between the board of directors, residents, contractors, and site staff. Ensure compliance with the Declaration, Bylaws, and Rules of the corporation. · Assist with the planning and organization of community events to enhance resident engagement. Financial Management Prepare, implement, and manage operating and reserve fund budgets in alignment with the corporation’s annual budget and legislative obligations. Monitor and evaluate expenditures to ensure cost effectiveness and compliance with board-approved budgets. Collaborate with the property accountant and Senior Director of Accounting to manage cash flow and investments for long-term financial sustainability. Code and approve accounts payable invoices, ensuring appropriate backup documentation is provided for audit and recordkeeping purposes. Monitor common element fee payments and lead arrears collection efforts in accordance with the Condominium Act and the corporation’s collection policy. Ensure timely submission and accuracy of financial documentation in accordance with internal controls and regulatory standards. Prepare supporting documentation for the corporation’s annual audit, working collaboratively with auditors and the accounting team to address requests and ensure transparency. Update banking authorities and oversee financial processes to ensure accuracy, transparency, and efficiency. Building Operations Enforce cleanliness, security and safety standards throughout the condominium corporation. Conduct regular inspections of the common elements, ensuring timely follow-up on any outstanding issues. Review and optimize building systems for energy efficiency and cost-effectiveness. Monitor contractor performance and ensure compliance with contract terms and quality standards. Maintain, communicate, and enforce the corporation’s emergency procedures. Develop and execute a comprehensive annual maintenance plan to manage short- and long-term building upkeep. Team Management Collaborate with the Regional Director to establish site goals and communicate them effectively to the site team. Lead, mentor, and support on-site staff to promote a positive and service-oriented workplace culture. Address employee concerns and resolve conflicts with professionalism and fairness. Conduct regular performance reviews, performance feedback sessions and assign stretch assignments to encourage employee development. Oversee staffing needs, including recruitment, training, and succession planning. Facilitate regular team meetings to encourage proactive communication, team buy-in and alignment. Contract Management Define the scope of work for regular contractors, ensuring clarity and alignment with the corporation’s needs. Review contractor specifications and tenders, presenting summaries and recommendations to the board of directors. Lead contract negotiations, securing favorable terms while adhering to legal and regulatory requirements. Oversee contract execution and address service deficiencies or warranty issues as needed. Ensure that contractor performance aligns with applicable codes, health and safety standards, and corporate expectations. Administrative Services Ensure that all administrative requirements of the property are completed in an organized, timely, and professional manner. Lead the tendering and negotiation of condominium insurance coverage, managing the administration of any claims that arise. Maintain the corporation’s records in accordance with the Condominium Act, 1998, including owner registers, meeting minutes, governing documents, and correspondence. Prepare and distribute Annual General Meeting (AGM) packages, owner meeting notices, budget packages, and Information Certificate packages (PICs and NOICs) in compliance with legislative timelines. Coordinate all logistical arrangements for AGMs and owner meetings, including scheduling, venue setup (virtual or in-person), notices, proxies, and minute-taking support. Enforce and support adherence to internal policies and procedures to promote consistency and compliance. Provide vacation relief and administrative coverage at other ICON-managed condominium sites, based on operational requirements and under the direction of senior management. Compliance & Regulatory Oversight Ensure the corporation’s full compliance with all applicable federal, provincial, and municipal legislation, regulations, and codes governing condominium operations, health and safety, accessibility, and residential property management. Maintain compliance with the Ontario Fire Code by ensuring life safety systems are tested and inspected as required, and that an up-to-date, approved Fire Safety Plan is implemented and communicated to staff and residents. Monitor and enforce compliance with all applicable municipal bylaws, including those related to property standards, noise, short-term rentals, parking, and waste management. Ensure all required records, including governing documents, financial statements, minutes, and owner notices, are properly maintained in accordance with Condominium Act and CMRAO regulations. Ensure full compliance with CMRAO licensing requirements and Code of Ethics when providing condominium management services on behalf of the licensed provider. Oversee the preparation and submission of annual filings, assessments, and notices to the Condominium Authority of Ontario (CAO). Implement and monitor compliance with AODA standards and workplace safety protocols under the Occupational Health and Safety Act. Stay informed of legislative and regulatory changes and ensure that site staff and board members are advised of necessary updates to procedures and policies. Qualifications General License in good standing with the Condominium Management Regulatory Authority of Ontario (CMRAO). Post-secondary education in business administration, real estate, or a related discipline is preferred. 3-5 years of experience managing residential condominium communities as a property manager. Strong understanding of the Condominium Act, Condominium Management Services Act, CMRAO regulations. Demonstrated diplomacy, professionalism, and customer service excellence when supporting residents, board members, and contractors. Highly organized with the ability to manage competing priorities, meet deadlines, and maintain accurate documentation. Strong command of physical building operations, maintenance planning, and core building systems. Excellent communication (written and verbal) and interpersonal skills with the ability to liaise effectively with multiple stakeholders including board members, residents, and contractors. Principled approach with the ability to take direction from the board of directors and appointed officers while maintaining sound judgment and integrity. Strong financial planning and project management skills with proven experience in budgeting and forecasting. Demonstrated diplomacy, patience, and professionalism when managing sensitive or complex situations. Excellent time management and organizational abilities with attention to detail. Proficiency in Microsoft Office (Outlook, Word, Excel) and familiarity with condominium management platforms. Ability to work both independently and collaboratively in a fast-paced environment with a high level of accountability. Working Condition s The role is based on-site within a condominium community, with standard office hours (Monday-Friday 9:00 AM – 5:00 PM). Remote work options are not available. Must be available to respond to after-hours emergencies and attend evening Board or Owner meetings. Regular interaction with residents, trades, consultants, and board members is expected. Work environment includes a combination of office duties and occasional exposure to construction or building maintenance conditions. 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, 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. About Icon Property Management Join a company that’s redefining condominium management in Ontario. ICON Property Management is an ACMO 2000 Certified firm with more than 30 years of experience serving high-rise, mid-rise, low-rise, and townhouse communities across the GTA and Southwestern Ontario. At ICON, our people are our greatest strength. We provide the tools, training, and technology you need to succeed, along with a supportive team culture that values collaboration, professionalism, and growth. If you’re looking to build a rewarding career with a respected and forward-thinking management firm, ICON is the place to be.