General Overview

CMC is seeking a motivated, organized, and detail-oriented Condominium Administrator / Property Management Coordinator to join our growing team.

The successful candidate will work closely with a team of 2–3 licensed Condominium Managers, providing administrative, operational, and maintenance coordination support for a portfolio of condominium corporations.

This position plays an important role in ensuring the efficient day-to-day management of condominium properties, maintaining positive relationships with owners, residents, Board members, and contractors, and supporting our Condominium Managers in delivering qualified management services.

We are looking for an individual who is proactive, dependable, capable of managing multiple priorities, and comfortable working in a fast-paced, team-oriented workplace.

As CMC continues to grow, we are committed to developing our employees and providing opportunities for professional growth. Whether you are an experienced administrator looking for a rewarding long-term position or someone interested in pursuing a future career as a licensed Condominium Manager, we welcome individuals who are eager to contribute to our team.

Duties & Responsibilities

Administrative Support & Record Management

- Prepare and distribute notices, letters, correspondence, and general communications to condominium owners and residents.
- Maintain accurate owner, tenant, and property records within the company's property management software and electronic filing systems.
- Process ownership changes and update contact information and condominium records.
- Assist with the preparation and processing of Status Certificates.
- Maintain organized electronic records, including contracts, correspondence, insurance documents, and condominium corporation records.
- Coordinate amenity bookings, elevator reservations, and other resident requests.
- Respond to telephone calls, emails, and general inquiries in a professional and timely manner.

Maintenance & Contractor Coordination

- Receive, document, and coordinate maintenance requests from owners, residents, and Condominium Managers.
- Prepare and track maintenance work orders and follow up with contractors to ensure work is completed.
- Assist with scheduling preventative maintenance, inspections, and required building services.
- Coordinate access to units and common areas for inspections, maintenance, and repairs.
- Communicate with contractors, owners,



and residents regarding scheduled work and maintenance updates.
- Maintain contractor records, including insurance certificates, WSIB clearance certificates, and other required documentation.
- Assist Condominium Managers with tracking outstanding repairs, deficiencies, and maintenance-related follow-ups.

Financial & Accounting Administration

- Receive and process Common Element Fee (CEF) payments and maintain accurate payment records.
- Monitor outstanding condominium fees and prepare arrears notices and follow-up correspondence.
- Assist with preparing chargeback notices and maintaining supporting documentation.
- Receive, review, organize, and process contractor invoices and supporting work orders for Manager approval.
- Assist with invoice coding and accounts payable administration.
- Support Condominium Managers with annual budget preparation and financial record keeping.
- Assist with other financial administrative duties as required.

Board Meetings & Condominium Governance

- Prepare monthly Board of Directors meeting packages, including agendas, reports, and supporting documentation, for Manager review and approval.
- Attend Board meetings when required and prepare accurate meeting minutes.
- Maintain and track action items arising from Board meetings.
- Assist with preparing Annual General Meeting (AGM) notices, packages, and supporting documentation.
- Assist with preparing and distributing required condominium notices and information certificates.
- Support the maintenance of condominium records and administrative compliance requirements, including updates and filings with the Condominium Authority of Ontario (CAO), as directed by the Condominium Manager.
- Assist Condominium Managers with special projects and other administrative responsibilities as required.

Knowledge, Skills, Experience & Requirements

- Minimum of a high school diploma; post-secondary education in business administration, property management, or a related field is considered an asset.
- Previous experience in property management, condominium administration,



or a similar administrative role is preferred but not required.
- A CMRAO Limited Licence or enrolment in an approved condominium management education program is considered an asset but is not required.
- Excellent organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
- Solid attention to detail and accuracy in record keeping, documentation, and correspondence.
- Excellent written and verbal communication skills.
- Professional interpersonal and customer service skills, including the ability to manage challenging conversations calmly and respectfully.
- Strong problem-solving abilities and a proactive approach to completing tasks and following up on outstanding matters.
- Ability to work independently while contributing to a collaborative team environment.
- Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
- Experience with property management software, such as Yardi, is considered an asset.
- Comfortable learning new technology and working with electronic document management systems, including OneDrive.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Dependable, adaptable, self-motivated, and willing to take initiative.

Career Development & Growth Opportunities CMC is a growing condominium management company that values employee development, teamwork, and long-term career opportunities.

We recognize that employees have different professional goals and believe there are valuable opportunities for growth in both administrative and property management roles.

For individuals interested in advancing into condominium management, opportunities for mentorship, training, and professional development may be available.

For those who enjoy administration and operational coordination, we equally value the experience, expertise, and contributions of dedicated administrative professionals.

Our goal is to build a strong team where employees can develop their skills, contribute to the company's success, and grow in a direction that aligns with their individual career goals.

Job Types: Full-time, Permanent

Pay: $40,000.00-$45,000.00 per year

Ability to commute/relocate

- Kitchener, ON N2H 3Y9: reliably commute or plan to relocate before starting work (required)

Experience:
- property management: 1 year (preferred)

Work Location: In person

📌 Condominium Administrator/Property Management Coordinator (Kitchener)
🏢 CMC Condo Management
📍 Kitchener