Job Summary The Condominium Property Administrator is an integral member of Condominium Management Group’s (CMG) Resource & Compliance Department. The position provides administrative and regulatory reporting support to Condominium Managers and their assigned condominium corporations, helping ensure that records, documentation, correspondence, and provincially mandated submissions are accurate, organized, and completed within applicable deadlines.

The Administrator works collaboratively with Condominium Managers, Boards of Directors, condominium owners and residents, and internal CMG departments. This position requires excellent organization, communication, customer service, judgment, and attention to detail, together with the ability to manage competing requests and time-sensitive assignments.

The successful candidate is proactive, dependable, adaptable, and comfortable working independently within established procedures. This is an administrative support role; matters requiring the authority or judgment of a licensed Condominium Manager must be referred to the appropriate manager or supervisor. All work must be carried out in accordance with applicable Ontario condominium legislation, departmental procedures, and CMG policies.

Core Competencies

- Organization & Time Management
- Regulatory Accuracy & Attention to Detail
- Skilled Written & Verbal Communication
- Customer Service Excellence
- Critical Thinking & Problem Solving
- Accountability & Dependability
- Teamwork & Cross-Department Collaboration
- Adaptability & Initiative
- Discretion & Professional Integrity
- Follow-Through & Deadline Management
- Technology & Records Management
- Continuous Learning

Key Responsibilities CAO Reporting & Regulatory Administration

- Coordinate and prepare information required for provincially mandated condominium reporting, including CAO-related submissions, under established departmental procedures.
- Track reporting requirements, submission dates, outstanding information, and follow-up items for assigned condominium corporations.
- Work with Condominium Managers and relevant departments to obtain, verify, and organize information required for accurate reporting.
- Review administrative information for completeness and consistency; promptly flag missing, conflicting, or potentially inaccurate information to management.
- Maintain organized records of reporting activities, supporting documentation, submissions, and correspondence.

Condominium Property Administration
- Provide ongoing administrative support to Condominium Managers and their assigned portfolios.
- Prepare, format, proofread, and distribute notices, letters, forms, reports,



and other property-related correspondence as directed.
- Coordinate the collection and organization of property documentation, meeting materials, records, and administrative information.
- Maintain accurate and accessible electronic files, databases, contact information, and other departmental records.
- Monitor assigned administrative action items and follow up to ensure work is completed within designated timeframes.
- Assist with routine data entry, filing, electronic filing, document preparation, and other departmental administrative functions.

Communication & Stakeholder Support
- Liaise professionally with Condominium Managers, Boards of Directors, owners, residents, and other stakeholders on administrative matters.
- Respond to inquiries within the scope of the position and refer operational, contentious, or management decisions to the responsible Condominium Manager.
- Communicate clearly and promptly with internal departments to support the accurate flow of information and timely completion of assignments.
- Maintain professional, tactful, and courteous communication, including when handling competing priorities or sensitive information.
- Documentation, Quality Control & Records
- Review documents and data for accuracy, completeness, consistency, and appropriate formatting before distribution or submission.
- Maintain orderly records and document histories in accordance with departmental procedures.
- Identify discrepancies, incomplete information, and process concerns, and bring them to the attention of management.
- Handle confidential corporation, owner, and resident information with appropriate discretion.

Workflow, Priorities & Departmental Coordination
- Organize daily workloads and establish priorities based on statutory deadlines, management requests, and departmental needs.
- Maintain accurate time reporting and administrative tracking as required by management.
- Collaborate with Resource & Compliance colleagues and other CMG departments to support efficient processes and continuity of service.
- Follow established procedures and participate in process improvements, training, and the adoption of new systems as directed.

Skills & Attributes





- Previous experience in an administrative support role; a minimum of one year is preferred.
- Experience in residential condominium or other property management is considered an asset.
- Familiarity with the Condominium Act, 1998, CAO reporting obligations, and condominium administration is considered an asset.
- Excellent written communication, grammar, proofreading, and verbal communication skills.
- Strong organizational skills and ability to manage multiple assignments and competing deadlines in a rapid-paced environment.
- Demonstrated accuracy, attention to detail, analytical ability, and effective follow-up.
- Ability to take initiative, resolve routine administrative problems, and work independently within established guidance.
- Strong interpersonal and customer service skills, with a professional and team-oriented approach.
- Proficiency in Microsoft Office, particularly Outlook, Word, and Excel; comfort with electronic records and PDF documents.
- Ability to learn new software and administrative platforms efficiently; familiarity with Smartsheet is considered an asset.
- Sound judgment, discretion, reliability, and willingness to seek direction when an issue falls outside the position’s authority.

Working Conditions

- Fast-paced office and administrative environment with multiple concurrent requests and reporting deadlines.
- Regular interaction with Condominium Managers, Boards of Directors, owners, residents, and internal CMG departments.
- Hybrid working arrangements may be available following a probationary period, subject to company policy and operational requirements.
- Free onsite gym facilities, paid sick and personal time in addition to standard vacation, early departure on Fridays, and staff appreciation activities, subject to current company policies.

Hours of Work Monday – Thursday 9AM-5PM

Friday 9AM-4PM

Reports To

Resource & Compliance Manager

Pay: $42,000.00-$45,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site gym
- On-site parking
- Paid time off
- Work from home

Application question(s):
- How many years of property management, rental or commerical experience do you have?
- How do you manage your workflow when a last-minute schedule change disrupts your planned day?
- How do you handle communicating with difficult or demanding internal team members and external clients?

Experience:
- Administrative: 2 years (required)
- Customer service: 2 years (required)
- Proofreading: 1 year (required)
- Appointment scheduling: 1 year (required)

Language:
- English (required)

Work Location: In person

📌 Condominium Property Administrator (Ottawa)
🏢 CMG property management
📍 Ottawa