Sentinel Management is one of Ottawa's largest Condominium Management Providers. With a commitment to greatness, Sentinel provides top-tier services that ensure the smooth operation and maintenance of condominium properties.We are a rapidly growing organization with the goal of offering GREAT service to our clients and maintaining a GREAT company culture. Sentinel offers competitive wages, paid educational opportunities, benefits, life insurance, paid sick days, additional holidays, special leave & more!

A Condominium Manager is responsible for overseeing the day-to-day operations, financial management, and maintenance of a Condominium Corporation. They act as a liaison between the board of directors, residents, contractors, and regulatory bodies, ensuring compliance with theCondominium Act, 1998, and theCondominium Management Services Act, 2015.

Our ideal candidate will have 5+ years of experience in a similar role and have their OLCM with the CMRAO. The RCM designation is considered an asset.

General

• Comply in all respects with the CMSA.
• Be responsible for tracking all ongoing items within the property
• Periodically be on-call to assist with companywide emergencies for properties

Legal

• Advise and consult with the Board with respect to any amendments to the Governing Documents and oversee updates in consultation with the Corporations legal council
• Subject to the Direction of the Board, take such steps as are reasonably within its power to enforce the Governing Documents and any amendments thereto.
• In the event of a violation of the Governing Documents follow the internal compliance process.
• In consultation with the Board, obtain and maintain insurance policies required to be maintained by the Corporation.
• Prepare and put into practice a formal fire and safety plan, the costs of which shall be borne by the Corporation, which shall at minimum include:
  • Compliance with the Ontario Fire Code;
  • Identification of all residents requiring assistance in the event of an emergency;
  • Identification and elimination on a planned basis of hazards to safety.

Maintenance

• As required by the Governing Documents, at the expense of the Corporation, provide for the proper fulfilment of the Corporation's obligations respecting the operation, maintenance and repair of the property (including establishment of reasonable preventative maintenance programs for all items to be maintained by the Corporation).
• Advise the Board within the Managers expertise as to the responsibilities of the Corporation respecting all applicable Occupational Health and Safety requirements as well as obligations under the Human Rights Code and the Accessibility for Ontarians with Disabilities Act and make reasonable efforts to ensure that those requirements are fulfilled.
• Subject to the direction of the Board engage third party contractors as may be required to allow the Corporation to fulfil its obligations respecting the operation, maintenance and repair of the Property.
• Maintain all inventories of equipment, tools and supplies.
• Set maintenance specifications for all major contracts for approval by the Board and enforce maintenance standards and conduct contractor performance reviews with the Board as required
• Supervise contractors, arrange work schedules and monitor contractors performance

Capital Planning

• Assist the Board in all matters related to the Reserve Fund, including arranging Reserve Fund Studies, preparing a Reserve Fund Plan, preparing prescribed Notices to the Owners and Auditor, and preparing an Investment Plan, all in accordance with the Act.

Administrative

• Complete regular site inspections of properties based on contract requirements.
• Facilitate board meetings for clients based on contract requirements. This includes producing a management report 5 days in advance of the meeting, attending the meeting and following up on action items.
• Provide onsite management of properties based on contract requirements.
• Attend Annual General Meetings for properties within the required timeframes. This includes preparing and distributing the proper notices and attending these meetings.
• Ensure distribution of the required Information Certificates and all fillings are done with the Condominium Authority of Ontario.
• Attend requisitioned owners meetings for properties within the required timeframes. This includes preparing and distributing the proper notices and attending these meetings.
• Provide the necessary guidance and assistance to help ensure that all Board members fulfil their obligations in relation to mandatory training and disclosure requirements in accordance with the Act.
• Maintain and update the corporation policy and procedures manual.
• Oversee allotment of parking spots, lockers and access to bicycle racks and maintain related allocation list(s), if applicable.
• With any required input from the Board, prepare Status Certificates and related documentation required by the Act.
• The Manager shall be responsible for the updating and safekeeping of the records that have been turned over to it by the Corporation and all records required by the Act.The Manager shall act as the Corporations Privacy Officer under Canadas Personal Information Protection and Electronic Documents Act.
• Provide documentation, keys, fobs and/or garage door openers related to departure or arrival of new residents including receipt or refund of deposits or related charges.
• If so instructed by the Board, assist with the preparation of policies required by the Corporation, including the following:
  • Workplace Violence and Harassment Policy;
  • Privacy Policy;
  • Accessible Customer Service Policy;
  • Human Rights, Policy.
• Maintain all documentation required of the Corporation by any federal, provincial or municipal department or agency.
• In the fulfilment of its responsibilities hereunder, the Manager is hereby authorized by the Corporation to exercise any and all rights of the Corporation relating to access to the units.

Communications

• Respond to email and phone communications within 2 working days.
• Prepare and distribute notices and communications to residents as required.
• Generally, give the Board direction and advice as to all of the steps which must be taken by the corporation in order to properly fulfil its objects and duties as set forth in the Governing Documents.

Staff Management

• Provide input and arrange for annual performance appraisal of staff.
• Subject to the direction of the Board, the Manager shall be responsible for supervision of all employees of the Corporation. The Manager shall attend to all matters related to employee payroll and shall prepare and submit all documentation (such as tax forms and any required provincial filings) required in relation to such employees. The Manager shall prepare, for approval by the Board, a job description, a work program and work schedule for each employee working on the property

Financial

• Prepare and review the Corporations annual budget in consultation with the Board including the review of the Reserve Fund
• Support the collection of common elements / oversight of Special Assessments, loans, etc.
• Review the financial statements, balance sheet and general ledger for the Condominium(s) prior to distribution to the Board
• Working with accounting and auditors (if applicable) on the Financial Audit , or manage/administer the waiver process
• Review and approve invoices in advance of them being submitted to the board for final approval.
  

Benefits

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Professional development and training opportunities.
• Paid time off and holidays.
• Employee wellness programs.
• Annual employee recognition programs.
• Monthly team meetings, lunches, and corporate events.