Job Summary

The Licensed Condominium Manager is responsible for the day-to-day management and administration of assigned condominium corporations within Condominium Management Group’s (CMG) managed portfolio. This position is open to candidates holding a valid CMRAO Limited Licence or General Licence in good standing.

The Condominium Manager is responsible for supporting the administrative, operational, financial, maintenance, governance, and client-service requirements of assigned condominium communities. The level of independence, authority, supervision, and portfolio responsibility will be appropriate to the individual’s licence class, experience, and demonstrated competencies.

The Condominium Manager serves as a primary day-to-day point of contact for Boards of Directors, condominium owners and residents, contractors, service providers, professional advisors, and internal CMG departments. The position requires exceptional organization, communication, customer service, judgment, and problem-solving abilities, together with the capacity to manage multiple properties, competing priorities, deadlines, and occasionally challenging or time-sensitive situations.

The successful candidate is a dependable and motivated self-starter who demonstrates initiative, sound judgment, professionalism, and accountability. Candidates holding a Limited Licence must recognize and operate within the conditions and limitations of their licence and seek supervisory direction or approval where required. General Licensees are expected to demonstrate the knowledge, experience, and judgment necessary to independently manage assigned responsibilities within their authority.

All condominium management services must be performed in accordance with applicable Ontario condominium legislation, CMRAO requirements, CMG policies and procedures, applicable management agreements, and the conditions and authorities of the individual’s licence.

Core Competencies

- Client & Board Focus
- Client & Board Focus
- Professional Written & Verbal Communication
- Organizational & Time Management
- Customer Service Excellence
- Problem Solving & Critical Thinking
- Conflict Resolution & De-escalation
- Stress Management & Resilience
- Adaptability & Initiative
- Accountability & Dependability
- Professional Ethics & Integrity
- Teamwork & Collaboration
- Financial & Business Acument
- Attention to Detail
- Judgment & Decision-Making
- Continuous Learning & Professional Development

Key Responsibilities: Condominium Operations & Portfolio Administration
- Manage the day-to-day administration and operations of assigned condominium corporations, with supervision where required based on licence class.
- Develop a thorough working knowledge of each assigned corporation, including its declaration, by-laws, rules, policies, management agreement, contracts, budget, operational requirements, and current priorities.
- Monitor ongoing property matters, maintenance requirements, service requests, resident concerns, projects, contractual obligations, and administrative deadlines.
- Conduct regular property inspections and identify maintenance, repair, cleanliness, safety, security, and operational concerns requiring attention.
- Maintain organized and accurate property records, correspondence, reports, contracts, meeting materials, inspection records, and management documentation.
- Maintain property-management systems and databases to ensure corporation, owner, resident, contractor, and operational information remains current and accurate.
- Track outstanding action items and follow through on responsibilities within established timelines.
- Identify and escalate significant operational, legal, financial, compliance, or other matters requiring additional authority or specialized expertise where appropriate.
- Implement Board decisions and management directives within the authority permitted by the individual’s licence.

Board & Governance Administration
- Develop professional and effective working relationships with condominium Boards of Directors.
- Support Boards in implementing approved direction, policies, priorities, and operational decisions.
- Prepare Board meeting agendas, management reports, financial information, correspondence, supporting documentation, and meeting packages.
- Coordinate and attend Board meetings, Annual General Meetings, owners’ meetings, information meetings, and other corporation meetings as required.
- Document Board decisions, action items, and follow-up requirements accurately and ensure matters are addressed within established timelines.
- Provide Boards with timely operational updates, recommendations, and information within the scope of the manager’s authority and experience.
- Prepare and distribute notices, meeting materials, forms, and other corporation communications.
- Support the maintenance of official corporation records and statutory documentation.
- Refer matters requiring specialized legal, financial, regulatory, technical, or supervisory direction where appropriate.

Owner & Resident Relations
- Serve as a professional day-to-day point of contact for condominium owners and residents.
- Respond promptly and professionally to inquiries, concerns, complaints, service requests, and requests for information.
- Provide information regarding condominium procedures, property operations, rules, policies, maintenance matters, and other community-related matters.
- Draft and distribute notices, correspondence, updates, and other communications as required.
- Maintain accurate records of significant owner and resident communications and follow-up activities.
- Assist with resolving disputes and concerns while maintaining professionalism, impartiality, and appropriate documentation.
- Recognize contentious, sensitive, legal, financial, or higher-risk matters and escalate or obtain specialized advice where appropriate.
- Promote positive and respectful relationships among Boards, owners, residents, contractors, CMG staff, and other community stakeholders.

Property Maintenance & Building Operations
- Coordinate repairs, preventative maintenance, inspections, and service requirements for assigned condominium corporations.
- Conduct regular site inspections and identify deficiencies, maintenance concerns, potential risks, and required follow-up.
- Develop and maintain a working understanding of the building systems and physical components relevant to assigned properties.
- Monitor preventative maintenance schedules and recurring service requirements.
- Coordinate access to properties and units where required for inspections, maintenance, repairs, or contracted services.




- Obtain quotations and supporting information for maintenance, repair, and project requirements in accordance with CMG procedures.
- Monitor contractor attendance, workmanship, service delivery, deficiencies, and completion of approved work.
- Maintain appropriate records relating to work orders, quotations, inspections, contracts, maintenance activities, and completed work.
- Report and appropriately address significant deficiencies, potential liabilities, safety concerns, major repairs, or unexpected property conditions.
- Coordinate or assist with larger repairs, capital projects, and infrastructure work as appropriate to experience and licence class.

Contractor & Vendor Coordination
- Develop and maintain professional working relationships with contractors, consultants, suppliers, and service providers.
- Coordinate approved contractors and vendors providing services to assigned condominium corporations.
- Obtain and organize quotations, proposals, scopes of work, and other information required for management and Board review.
- Review service agreements and monitor contractor performance.
- Monitor contractor compliance with approved scopes of work, schedules, service expectations, and contractual requirements.
- Identify service deficiencies and coordinate appropriate follow-up.
- Maintain current contractor and contract documentation within CMG’s property-management systems.
- Assist with or manage contract renewals and procurement activities within the authority applicable to the individual’s licence and assigned responsibilities.
- Escalate significant contractor disputes, contract changes, procurement matters, or expenditures where additional approval or expertise is required.

Financial & Budget Administration
- Develop and maintain a strong understanding of the financial position, operating requirements, and budget of each assigned condominium corporation.
- Participate in the annual budget process by gathering and reviewing historical information, quotations, contract pricing, utility information, anticipated expenses, and other supporting documentation.
- Review monthly financial statements and supporting reports and identify unusual expenditures, variances, trends, or matters requiring follow-up.
- Monitor operating expenditures against approved budgets.
- Review invoices for accuracy, appropriate supporting documentation, and confirmation that goods or services have been received before submitting them through established approval processes.
- Assist with the administration and monitoring of condominium fees, special assessments, and other corporation receivables in collaboration with CMG’s Accounting and Accounts Receivable departments.
- Coordinate annual audit requirements and provide required property records and supporting information.
- Identify potential operating efficiencies and cost-saving opportunities for management and Board consideration.
- Maintain accurate documentation supporting property-related financial activities.
- Ensure expenditures, commitments, transactions, and financial decisions are handled within applicable authority and approval requirements.

Compliance & Corporation Records
- Maintain a working knowledge of the Condominium Act, 1998, the Condominium Management Services Act, 2015, applicable regulations, CMRAO requirements, and other requirements relevant to assigned condominium corporations.
- Understand and support the administration of each corporation’s declaration, by-laws, rules, policies, and governance requirements.
- Maintain complete and accurate corporation records in accordance with applicable requirements and CMG procedures.
- Track recurring compliance requirements, statutory deadlines, meetings, inspections, renewals, contracts, and other important dates.
- Prepare required notices, forms, records, correspondence, and supporting documentation.
- Assist with or complete Condominium Authority of Ontario filings and other required administrative submissions as assigned and permitted.
- Maintain confidentiality and appropriately safeguard corporation, owner, resident, employee, and financial information.
- Refer legal matters, compliance concerns, insurance matters, and issues requiring specialized advice or additional authorization to the appropriate individual.
- Maintain professional standards and conduct consistent with CMG and CMRAO requirements.

Insurance, Incidents & Risk Management
- Coordinate and document property damage, incidents, and potential insurance claims.
- Gather photographs, reports, contractor information, owner or resident information, and other documentation required for incident review.
- Coordinate with contractors, insurers, adjusters, restoration companies, Boards, and other parties as appropriate.
- Document significant incidents and maintain appropriate records of actions taken and outstanding follow-up.
- Identify potential property, operational, or safety risks observed during inspections or day-to-day management activities and ensure appropriate action is taken.
- Assist with implementing approved risk-management and loss-prevention measures.

Emergency & After-Hours Management
- Respond to urgent property matters and emergencies in accordance with CMG’s established emergency and after-hours procedures.
- Assess incoming information, determine the appropriate initial response, and escalate matters where required.
- Coordinate with emergency services, contractors, building staff, Board representatives, colleagues, and supervisors as appropriate.
- Ensure significant emergencies, property damage, safety concerns, insurance incidents, or other material events are communicated promptly.
- Maintain clear documentation of incidents, communications, actions taken, and required follow-up.
- Participate in CMG’s after-hours/on-call program as assigned.
- Follow through on emergency matters during regular business hours to ensure outstanding repairs, reporting, insurance, or resident communications are completed.

Cross-Department Collaboration
- Work collaboratively with other condominium managers, administrative staff, Accounting, Accounts Receivable, Reception, and other CMG departments.
- Provide internal departments with timely and accurate information regarding assigned condominium corporations.




- Coordinate with Accounting regarding budgets, financial reporting, invoices, audits, and other financial matters.
- Coordinate with Accounts Receivable regarding owner accounts, arrears, special assessments, and related property matters.
- Work with administrative and support staff to ensure correspondence, records, meetings, property information, and required documentation are completed accurately and on time.
- Assist colleagues and other properties during periods of high volume, emergencies, vacation coverage, portfolio transitions, or staff absences as required.
- Support operational improvements that enhance communication, efficiency, consistency, and service delivery across CMG.

Systems & Technology
- Maintain accurate information within CMG’s property-management, accounting, document-management, and communication systems.
- Utilize applicable CMG systems and software to manage property records, work orders, communications, invoices, meetings, and administrative requirements.
- Maintain organized electronic records and follow CMG’s established document-management procedures.
- Demonstrate proficiency with Microsoft Outlook, Word, Excel, and other applications required for the position.
- Adapt to new technology, systems, and processes introduced by CMG.
- Identify opportunities to improve administrative workflows and the effective use of available systems.

Licensing & Professional Development
- Maintain a valid CMRAO Limited Licence or General Licence in good standing throughout employment.
- Perform condominium management services within the conditions, limitations, and authorities applicable to the individual’s licence class.
- Limited Licensees must actively participate in required supervision, mentoring, training, and professional-development activities and complete the education, examinations, experience requirements, and other requirements necessary for progression toward a General Licence.
- General Licensees are expected to maintain and further develop their professional knowledge, technical competencies, judgment, and leadership capabilities through ongoing education and professional development.
- Attend internal and external educational sessions relating to condominium legislation, governance, accounting, building operations, legal matters, insurance, contracting, and other relevant topics.
- Seek appropriate guidance or specialized expertise when faced with unfamiliar, complex, sensitive, or higher-risk matters.
- Apply feedback received through supervision, mentoring, training, and performance discussions.
- Maintain a strong understanding of CMRAO professional and ethical requirements

Skills & Attributes
- Current CMRAO Limited Licence or General Licence in good standing.
- Experience in condominium management, property management, real estate, administration, customer service, building operations, or a related environment.
- Knowledge of Ontario condominium legislation, governance, and condominium management practices appropriate to the candidate’s licence level and experience.
- Post-secondary education in business administration, property management, real estate, accounting, or a related discipline is considered an asset.
- Strong written and verbal communication skills.
- Exceptional organizational and time-management abilities.
- Strong customer-service and interpersonal skills with the ability to interact effectively with Board members, owners, residents, contractors, colleagues, and other stakeholders.
- Strong problem-solving and critical-thinking abilities.
- Ability to manage multiple properties, priorities, deadlines, and ongoing matters in a fast-paced workplace.
- Sound judgment and the ability to recognize when a matter requires escalation, additional expertise, or approval.
- Ability to manage conflict and challenging interactions calmly and professionally.
- Strong attention to detail and commitment to maintaining complete and accurate records.
- Understanding of condominium budgeting, financial statements, operating expenses, and financial administration appropriate to the candidate’s experience and licence level.
- Ability to understand contractor quotations, scopes of work, service agreements, and property-maintenance requirements.
- Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
- Experience with condominium or property-management software is considered an asset.
- Ability to learn new systems and technology efficiently.
- Ability to work independently while contributing positively within a collaborative team environment.
- High degree of discretion, professionalism, ethics, and integrity.
- Valid driver’s licence and reliable access to a vehicle for property inspections, site visits, and meetings.
- Bilingualism in English and French is considered an asset but is not required.

Working Conditions
- Fast-paced condominium management environment involving multiple properties, competing priorities, and frequent deadlines.
- Regular interaction with Boards of Directors, condominium owners, residents, contractors, service providers, professional advisors, and CMG staff.
- Combination of office-based work, property inspections, site visits, and meetings.
- Regular travel within the Ottawa area to assigned condominium properties and meetings
- Board meetings, Annual General Meetings, owners’ meetings, and other corporation meetings may occur outside regular office hours.
- Participation in after-hours and emergency-response responsibilities may be required based on portfolio assignment.
- Occasional high-stress or contentious situations requiring sound judgment, professionalism, discretion, and composure.
- Ongoing education and professional development are integral components of the position.

Hours of Work Monday – Thursday 9AM-5PM

Friday 9AM-4PM

Additional evening meetings, emergency response, and after-hours responsibilities may be required based on the operational requirements of assigned condominium corporations.

Reports To

Designated Supervising Condominium Manager

Pay: $52,000.00-$150,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
- Wellness program
- Work from home

Application question(s):
- Do you have experience working with a Board of Directors? If so, how much?

Education:
- Secondary School (required)

Experience:
- Condominium Management : 2 years (required)
- Budgeting: 2 years (required)
- Building Operations: 2 years (required)

Licence/Certification:
- CMRAO License (required)

Work Location: Hybrid remote in Ottawa, ON K1R 7V7

📌 Licensed Condominium Manager (Ottawa)
🏢 CMG property management
📍 Ottawa