About Icon Property Management
ICON Property Management is a respected industry leader with over 30 years of experience managing condominium communities across Southwestern Ontario. Our portfolio includes a wide range of high-rise, mid-rise, low-rise, and townhouse properties. As an ACMO 2000 Certified firm, we are committed to professionalism, accountability, and delivering high-quality service to the communities we manage.
At ICON, you’ll join a collaborative and experienced team that values your contributions and supports your professional growth. We provide our Condominium Administrators with structured systems, ongoing training, and the tools they need to succeed. If you're looking to build your career in a dynamic and supportive environment where your work directly impacts the success of communities, ICON is the place for you.
About the role
The Condominium Administrator is responsible for managing the day-to-day administrative functions that keep a condominium community running efficiently. Reporting to the Condominium Manager, this role serves as the first point of contact for residents and a key resource for the board of directors in handling records, communications, contractor coordination, meeting preparation, and owner inquiries.
By supporting clear communication, organized documentation, and timely follow-up, the Administrator directly contributes to the condominium corporation’s governance, regulatory compliance, and operational success. Their work enables informed board decisions, enhances resident satisfaction, and helps maintain a well-managed, financially sound community.
What You'll Do
Key responsibilities for this position include, but are not limited to the following:
- Act as the primary administrative support for the site property manager and ensure smooth day-to-day operations of the condominium community.
- Professionally respond to resident and board member inquiries by phone, email, and in-person, ensuring timely follow-up and resolution of concerns.
- Review daily reports from security personnel and escalate issues requiring management attention.
- Maintain and update owner and resident contact records, including tracking changes in unit ownership and resident information.
- Prepare and distribute resident communications, including notices, email blasts, and compliance letters in accordance with corporate templates.
- Process resident documentation such as amenity booking forms, parking permits, and resident information sheets.
- Prepare weekly interoffice mail packages and coordinate incoming and outgoing correspondence with ICON’s head office.
- Assist in the drafting of corporate policies, procedures, and community notices under the direction of the property manager.
- Coordinate contractor and maintenance visits and liaise with the superintendent for service requests, as directed.
- Maintain logs for Common Expense Fee and sundry payments and prepare related documentation for accounting.
- Order and manage inventory of office supplies.
- Provide administrative support during the preparation of board and owners’ meetings, including the organization of meeting materials and records.
- Support the preparation of monthly management reports, operational logs, and building inspection documentation.
- Notify ICON’s head office of unit sales to update ownership records accordingly.
- Provide vacation relief and administrative coverage at other ICON-managed condominium sites, based on operational requirements and under the direction of senior management.
Knowledge, Skills & Abilities
- Minimum 1 year of experience in a property administration or condominium customer service role.
- Post-secondary education in business administration, real estate, or a related discipline is preferred.
- Valid Limited License under the Condominium Management Regulatory Authority of Ontario (CMRAO).
- Understanding of condominium governance and administrative procedures.
- Familiarity with the Condominium Act, 1998 and CMRAO regulations.
- Knowledge of internal communication protocols and resident engagement practices.
- Strong interpersonal and customer service skills with a professional and courteous manner.
- High-level proficiency in Microsoft Office (Outlook, Word, Excel) and familiarity with condo management platforms such as Condo Control and or Condo Manager.
- Excellent time management and organizational skills with the ability to handle multiple priorities.
- Strong verbal and written communication skills for drafting notices, emails, and letters.
- Ability to work independently, follow established procedures, and know when to escalate matters to the Condominium Manager.
- Ability to adapt to changing needs and deliver quality service in a fast-paced environment.
Working Conditions
- 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.
- Occasional evening work may be required to support Board or Owner meetings.
- Work is primarily administrative and sedentary but may require walking the property or coordinating with maintenance staff on-site.
- Must be comfortable interacting with residents, trades, and corporate team members in a professional setting.
The pay range for this role is:
45,000 - 55,000 CAD per year(Toronto, Canada)