About Icon Property Management

ICON Property Management is a trusted leader in condominium management, proudly serving communities across Southwestern Ontario for over 30 years. 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 delivering professional, accountable, and high-quality service to the communities we manage.

At ICON, we believe in creating a supportive work environment where employees feel valued and empowered. Our team benefits from structured systems, ongoing training, and access to the tools they need to succeed. If you're looking to grow your career with an experienced and collaborative organization that makes a meaningful impact, we invite you to join us.

About the role

The Property Manager plays a key role in creating well-managed communities where residents feel supported, boards feel confident, and properties are positioned for long-term success. Reporting to the Regional Director, this role manages a portfolio of residential condominium communities and leads the day-to-day delivery of professional, responsive, and solutions-focused management services.

As the primary connection between boards of directors, residents, contractors, site staff, and internal departments, the Property Manager brings people and priorities together. From implementing board-approved initiatives and supporting financial planning to overseeing building operations, service contracts, compliance, and site teams, this role offers the opportunity to make a meaningful and visible impact across every community in the portfolio.

More than an operational role, this position calls for a trusted advisor who can anticipate challenges, identify opportunities, and provide boards with thoughtful, practical recommendations. The successful candidate will combine strong leadership and sound judgement with a genuine commitment to service, building lasting relationships while helping each condominium community operate efficiently and thrive.

What you'll do

Client Relations

• Serve as the primary point of contact to resolve resident inquiries and concerns in a timely and professional manner.
• Provide prompt, courteous, and solution-focused responses to all communications.
• Schedule, attend, and actively participate in board meetings, providing insights and updates on property management matters.
• Attend and contribute to committee meetings, as requested.
• Foster a strong, productive relationship between the board of directors, residents, contractors, and site staff.
• Ensure compliance with the Declaration, Bylaws, and Rules of the corporation.
• Assist with the planning and organization of community events to enhance resident engagement.

Financial Management

• Prepare, implement, and manage operating and reserve fund budgets in alignment with the corporation’s annual budget and legislative obligations.
• Monitor and evaluate expenditures to ensure cost effectiveness and compliance with board-approved budgets.
• Collaborate with the property accountant and Senior Director of Accounting to manage cash flow and investments for long-term financial sustainability.
• Code and approve accounts payable invoices, ensuring appropriate backup documentation is provided for audit and recordkeeping purposes.
• Monitor common element fee payments and lead arrears collection efforts in accordance with the Condominium Act and the corporation’s collection policy.
• Ensure timely submission and accuracy of financial documentation in accordance with internal controls and regulatory standards.
• Prepare supporting documentation for the corporation’s annual audit, working collaboratively with auditors and the accounting team to address requests and ensure transparency.
• Update banking authorities and oversee financial processes to ensure accuracy, transparency, and efficiency.

Building Operations

• Enforce cleanliness, security and safety standards throughout the condominium corporation.
• Conduct regular inspections of the common elements, ensuring timely follow-up on any outstanding issues.
• Review and optimize building systems for energy efficiency and cost-effectiveness.
• Monitor contractor performance and ensure compliance with contract terms and quality standards.
• Maintain, communicate, and enforce the corporation’s emergency procedures.
• Develop and execute a comprehensive annual maintenance plan to manage short- and long-term building upkeep.

Team Management

• Collaborate with the Regional Director to establish site goals and communicate them effectively to the site team.
• Lead, mentor, and support on-site staff to promote a positive and service-oriented workplace culture.
• Address employee concerns and resolve conflicts with professionalism and fairness.
• Conduct regular performance reviews, performance feedback sessions and assign stretch assignments to encourage employee development.
• Oversee staffing needs, including recruitment, training, and succession planning.
• Facilitate regular team meetings to encourage proactive communication, team buy-in and alignment.

Contract Management

• Define the scope of work for regular contractors, ensuring clarity and alignment with the corporation’s needs.
• Review contractor specifications and tenders, presenting summaries and recommendations to the board of directors.
• Lead contract negotiations, securing favorable terms while adhering to legal and regulatory requirements.
• Oversee contract execution and address service deficiencies or warranty issues as needed.
• Ensure that contractor performance aligns with applicable codes, health and safety standards, and corporate expectations.

Administrative Services

• Ensure that all administrative requirements of the property are completed in an organized, timely, and professional manner.
• Lead the tendering and negotiation of condominium insurance coverage, managing the administration of any claims that arise.
• Maintain the corporation’s records in accordance with the Condominium Act, 1998, including owner registers, meeting minutes, governing documents, and correspondence.
• Prepare and distribute Annual General Meeting (AGM) packages, owner meeting notices, budget packages, and Information Certificate packages (PICs and NOICs) in compliance with legislative timelines.
• Coordinate all logistical arrangements for AGMs and owner meetings, including scheduling, venue setup (virtual or in-person), notices, proxies, and minute-taking support.
• Enforce and support adherence to internal policies and procedures to promote consistency and compliance.
• Provide vacation relief and administrative coverage at other ICON-managed condominium sites, based on operational requirements and under the direction of senior management.

Compliance & Regulatory Oversight

• Ensure the corporation’s full compliance with all applicable federal, provincial, and municipal legislation, regulations, and codes governing condominium operations, health and safety, accessibility, and residential property management.
• Maintain compliance with the Ontario Fire Code by ensuring life safety systems are tested and inspected as required, and that an up-to-date, approved Fire Safety Plan is implemented and communicated to staff and residents.
• Monitor and enforce compliance with all applicable municipal bylaws, including those related to property standards, noise, short-term rentals, parking, and waste management.
• Ensure all required records, including governing documents, financial statements, minutes, and owner notices, are properly maintained in accordance with Condominium Act and CMRAO regulations..
• Ensure full compliance with CMRAO licensing requirements and Code of Ethics when providing condominium management services on behalf of the licensed provider.
• Oversee the preparation and submission of annual filings, assessments, and notices to the Condominium Authority of Ontario (CAO).
• Implement and monitor compliance with AODA standards and workplace safety protocols under the Occupational Health and Safety Act.
• Stay informed of legislative and regulatory changes and ensure that site staff and board members are advised of necessary updates to procedures and policies.

Additional responsibilities and duties may be assigned by employee’s reporting supervisor(s) as deemed necessary.

Knowledge, Skills, Abilities

• General License in good standing with the Condominium Management Regulatory Authority of Ontario (CMRAO).
• Post-secondary education in business administration, real estate, or a related discipline is preferred.
• Minimum 3 years of experience managing residential condominium properties
• Strong understanding of the Condominium Act, 1998, and related regulations
• Proven ability to manage budgets, interpret financial statements, and coordinate audits
• Excellent communication, problem-solving, and organizational skills
• Proficient in property management software (e.g., Condo Control, Condo Manager) and Microsoft Office
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to attend evening meetings and respond to emergencies as required

Working Conditions

• The role is based on-site within a condominium community, with standard office hours (Monday-Friday 9:00 AM – 5:00 PM).
• Must be available to respond to after-hours emergencies and attend evening Board or Owner meetings.
• Regular interaction with residents, trades, consultants, and board members is expected.

What We Offer

• Comprehensive health and dental benefits
• A gas allowance to support portfolio-related travel
• Paid vacation and personal emergency days
• Ongoing professional development and training opportunities
• Support from experienced regional leaders and specialized internal departments
• Modern technology and resources to help you manage your portfolio effectively
• The opportunity to make a meaningful impact across diverse condominium communities

ICON is committed to fostering an inclusive, accessible environment, where all employees feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of our clients and the communities in which we serve. If you require an accommodation for the recruitment/ interview process, please let us know and we will work with you to meet your needs.

ICON Property Management is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.