Condominium Administrator

Job Title: Condominium Administrator
Location: Ottawa, ON
Job Type: Full-Time

Salary Range: $45,000 - $55,000

Position Status: This position is being advertised for a future opening.

AI will be used to screen, assess, and recommend applicants.

Description of YOU!

You are a highly organized, detail-oriented professional who thrives in a fast-paced, collaborative environment. You take pride in delivering exceptional administrative support ensuring no detail falls through the cracks. Your strengths lie in juggling priorities, providing consistent follow-through, and being a reliable point of contact for both internal teams and external stakeholders.

In this role, you will support designated Condominium Managers (CMs) by providing comprehensive administrative and operational assistance across a broad scope of responsibilities. You’re the kind of person who enjoys variety in your workday—balancing resident communications, contractor coordination, and administrative documentation with the same high standard of accuracy and care.

You understand the importance of accuracy, regulatory compliance, and clear communication and you bring a proactive, solutions-focused mindset to everything you do. Your professionalism, empathy, and problem-solving abilities make you an essential part of the resident and board experience.

Key Responsibilities

Administrative & Communication Support

• Serve as the primary administrative support for designated Condominium Manager(s).


• Act as a liaison between residents/owners, boards, contractors, and site staff as required by the CM.


• Respond promptly and professionally to resident/owner, board, and contractor inquiries.


• Assist with preparation and distribution of AGM packages, notices, board correspondence, and other communication materials.


• Maintain accurate resident records, unit files, vendor lists, and logs.

Maintenance & Contractor Coordination

• Coordinate maintenance requests, inspections, and access for contractors.


• Obtain quotes, review contracts, and support tendering processes.


• Track warranties, ensure contractor compliance with standards and legislation, and monitor preventative maintenance activities.


• Prepare reports and recommendations for repairs, replacements, and upgrades.

Financial & Insurance Support

• Assist Managers with annual insurance renewals, claims, and professional assessments.


• Support Reserve Fund Study processes and related reporting.


• Work with accounting and management teams to monitor owner accounts and collections as required.

Departmental Contributions

• Actively participate in monthly departmental meetings.


• Come prepared for, and openly participate in, regular one-on-one meetings with supervisor(s).


• Seek out opportunities to improve processes and create efficiencies aligned with the corporate vision.

Company Obligations

• Operate within the corporate policies and procedures.


• Demonstrate professionalism and integrity by consistently aligning your actions, decisions, and interactions with the company's core values.

Professional Development

• Participate in the company’s ongoing professional development strategies as it relates to your individual career mapping/plan.

Minimum Qualifications and Skills

• Minimum of two [2] years of experience in customer service.


• Excellent communication and interpersonal skills.


• Strong problem-solving and conflict-resolution abilities.


• Proficiency in Microsoft Office Suite.


• Ability to multitask and work independently in a fast-paced environment.

Desired Qualifications

• Post-secondary diploma in Business Administration, Property Management, or a related field (preferred).


• Strong knowledge of condominium laws, financial management, and maintenance coordination.


• Experience with task management tools such as Monday.com™.


• Proficiency in property management software.

Benefits

• Group Benefits, including health, dental, and vision insurance.


• Professional development and training opportunities.


• Paid time off and holidays.


• Employee wellness programs.


• Annual employee recognition programs.


• Dog-friendly office.


• A corporate culture you won’t find anywhere else – we know work is work, so why not have FUN while doing it?