Sentinel Management Inc. is a property management firm located in Greely, Ontario (about 15 minutes south of Ottawa) that oversees the management of residential properties and Condominium Corporations. We are currently looking for an experienced Condominium Manager to join our exciting team of dynamic professionals in a rapidly growing organization. This candidate will work alongside a another Senior Condominium Manager, looking after an array of Condominiums within the City of Ottawa. The successful candiate will work to establish a transition plan to take over the portfolio of the Senior Manager while maintaining their existing administrative team. The successful candidate will be highly organized, have experience with Outlook and other cloud based systems and be able to work in a high demand, faced paced industry. Sentinel offers competitive wages, paid educational opportunities, benefits, life insurance, paid sick days, additional holidays and special leave & more!

We are looking for someone with extensive property management experience with a CMRAO general license.

Duties and Responsibilities:

Communication

• Respond to all resident request's and complaints in writing in a prompt, courteous and friendly professional manner within 48 hours.
• Liaison between Residents, Owners, Site Staff, Contractors and Employees
• Enforce the Condominium Act, Declaration, By-Laws, Rules and Regulations and policies of the Board
• Return all voicemails within 24 hours
• Respond in writing to all Board members within 24 hours
• Organize the boards requests and take appropriate action as their requests come in
• Aid the board fulfill their duties and provide them with guidance as necessary
• Ensure the board members have completed their directors training, signing authorities are up to date and director disclosure requirements are fulfilled

Maintenance

• Follow up with contractors on any outstanding inquiries or service requests and enforces maintenance standards with the various trades
• Arrange for contractors to gain access to the site in order to inspect maintenance issues and obtain professional reports as required
• Set maintenance specifications for all major contracts and assist in the tendering process for said services
• Obtain written estimates form trades professionals as require

• Negotiate and review the various contracts as required in consultation with the board including but not limited to Summer Landscaping, Winter Snow Removal, Fire Safety, HVAC Preventive Maintenance, Security, Plumbing Preventative Maintenance
• Prepares preventative maintenance checklists in consultation with the corporation's reserve fund study
• Perform regular inspections of the exterior/interior of the property as needed
• Arrange proper notice to inspect the interior of units as needed
• Prepare written recommendations for physical repairs and/or replacements as required
• Ensures that on-site personnel comply with all company policies/procedures and obtains professional reports as required.
• Ensures compliance of contractors with all Federal, Provincial and Municipal laws and acts in all aspects of the sites including obtaining proof of WSIB and liability insurance.
• Record work that includes a warranty in a spreadsheeted
• Answer and deal with after hours emergency calls as needed
• Inputs maintenance work, complaints and communication records into our software
• Take the necessary avenues to complete modifications to the common elements and keep a record of modifications

Administrative

• Prepare Board Meeting Packages and attend Board Meetings
• Attend Annual General Meetings
• In conjunction with communications coordinator and property administrator prepare AGM package, notice of meeting, preliminary notice of meeting
• In conjunction with communications coordinator and property administrator, prepare management reports, PIC's, ICU's, NOIC's, special notices and newsletters on an ongoing basis
• Prepare annual budgets in consultation with the board and the specific needs of a given condominium and amendments as necessary
• Completes on-site hours, if required
• Ensure the corporation has an account in good standing with the CAO including annual returns and notice of changes
• Maintain property information sheets, vendor lists, maintenance logs and communication logs
• Maintain accurate resident registry including an electronic unit file with all pertinent information of a unit
• Helps facilitate electronic communication/record management of our corporations
• Commute to and from properties as needed to preform on site inspections, attend meetings, attend AGM's and for anything else that requires the manger to be onsite.
• Assist the Condominium Corporation in drafting various policies including but not limited to Privacy Policies, Workplace Violence and harassment Policies, Accessible Customer Policies, Human Rights policies
• Help Prepare a Fire and Safety Plan for the Condominium Corporation that identities all residents whom need assistance in the event of an emergency and complies with the requirements set out in the Ontario Fire Code and aid to facilitate annual inspection of individual units
• Make a reasonable effort to ensure the Condominium Corporation is respecting all Occupational Health and Safety requirements, their obligations under the Human Rights code and the accessibility for Ontarians with disabilities Act.
• Be familiar with the Condominium Act
• Be Familiar with the Condominium Management Services Act

Financial

• Approves all invoices for payment
• Annually reviews and renews insurance coverage, obtains appraisals as necessary and deals with insurance claims as they arise
• Obtain quotes and facilitate the completion of the Reserve Fund Study and various other professional assessments as well as monitoring the study and actual elements of the building as require

• Be able to interpret and present monthly and annual financial statements to the board of directors
• Work with the accounting department to keep owner accounts current and in good standing, proceeding with collection as necessary