Relief Condominium Manager

Relief Condominium Manager

DEL PROPERTY MANAGEMENT INC. Toronto, Ontario, Canada (On-site)

Department: Operations

Reports To: District Manager

Location: GTA

Job Type: Part-Time/Hourly

Position Summary

The Hourly Relief Manager serves as temporary coverage for full-time Condominium Managers during vacations, absences, special projects, or interim vacancies. This role provides comprehensive property management services to maintain operational continuity across condominium properties. Hours cannot be guaranteed, and assignments are made on an as-needed basis. This position offers excellent learning opportunities for individuals seeking to enter the property management industry and gain experience for permanent career advancement.

Key Responsibilities

Administrative Operations & Correspondence – 25%

• Check and process daily mail and email communications
• Register incoming invoices and prepare for processing
• Open all correspondence (except "Private and Confidential" items)
• Prepare response letters to residents and maintain correspondence logs
• Date stamp, copy, and file all communications in resident files
• Prepare correspondence summaries for Board meeting reports
• Maintain organized filing systems and resident records
• Update and manage Del's bi-weekly courier documentation

Resident Services & Communication – 20%

• Answer phones and check the answering machine regularly throughout the day
• Handle resident inquiries and complaints promptly and professionally
• Take detailed messages and follow up on resident concerns
• Provide information regarding building policies, procedures, and services
• Maintain professional and courteous relationships with all residents
• Ensure resident concerns are addressed within 3 working days
• Review and process Requests for Service efficiently

Building Operations & Maintenance Coordination – 15%

• Coordinate with the Superintendent and building staff on daily operations
• Review security reports and highlight items requiring attention
• Prepare repair lists and maintenance requests for the Superintendent
• Accompany trades when the Superintendent is unavailable
• Inspect completed work by tradesmen as needed
• Contact tradespeople for routine maintenance and repairs
• Monitor building systems and report any operational issues.

Financial Administration & Record Keeping – 15%

• Process and register incoming cheques from Del Property Management
• Review all cheques before forwarding for Board signatures
• Coordinate the cheque signing process with Board members
• Maintain accurate cheque registers and provide daily reports to Head Office
• Assist with budget monitoring and expense tracking
• Prepare financial documentation for Board review
• Maintain current ownership and resident information systems.

Board Support & Meeting Coordination – 10%

• Prepare documentation for Board meetings as required
• Assist with Annual General Meeting (AGM) setup and logistics
• Prepare resident packages, labels, and forms for meetings
• Register unit owners at meetings when needed
• Distribute meeting minutes to Board members and maintain minute books
• File Board resolutions in Policy Manual
• Support special project coordination as directed by the Board.

Software Systems & Technology Management – 10%

• Maintain Building Link, Condo Control Central, or other property management software
• Keep front desk software systems current and fully functional
• Input necessary data to maintain organized and accessible corporate records
• Update resident/owner computer systems daily or as required
• Manage access control systems (add/delete fobs as needed)
• Print and file resident information for security purposes
• Prepare updated resident information sheets (license plates, phone numbers, locker/parking lists)

Compliance & Documentation – 5%

• Prepare status certificates for sales and mortgages
• Complete required log sheets and ensure proper Board signatures
• Apply corporate seal and coordinate with lawyers for document pickup
• Maintain and update Policy Book with current Board-approved policies
• Ensure compliance with the Condominium Act and the Corporation documentation
• File copies in the appropriate unit files and send documentation to Del Property Management
• Order and maintain adequate supplies of required forms

Required Knowledge & Skills

• Strong understanding of condominium operations and management principles
• Excellent written and verbal communication skills
• Proficiency in property management software systems
• Knowledge of the Condominium Act and related legislation
• Ability to work independently with minimal supervision
• Strong organizational and time management skills
• Professional demeanor when interacting with residents, Board members, and contractors
• Basic financial and administrative skills
• Flexibility to adapt to different property requirements and procedures

Working Conditions

• Variable schedule based on coverage needs across multiple properties
• May be required to work evenings and weekends, depending on assignment
• Position involves both office work and building inspections
• Must be able to coordinate with various stakeholders, including residents, Board members, contractors, and building staff
• No guaranteed hours; work availability depends on operational needs

Career Development Opportunity

This position serves as an excellent entry point into the property management industry, providing hands-on experience with all aspects of condominium management. Relief Managers gain exposure to diverse properties and management challenges, making them strong candidates for permanent management positions as they become available.

Additional Requirements

• Must maintain confidentiality regarding resident and corporate information
• Ability to enforce Corporation By-laws and Rules, and Regulations
• Professional appearance and demeanor required
• Reliable transportation to travel between different property assignments
• Strong problem-solving skills and ability to handle emergencies
• Limited or General License Required