Talent Pool- Portfolio Property Manager

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About Icon Property Management

ICON Property Management is a Canadian owned and operated condominium management firm with over 30 years of experience serving communities across Southwestern Ontario. We provide responsive, accountable, and client-focused management services that support strong governance, sound financial planning, and high resident satisfaction.Our team is committed to professionalism, transparency, and continuous improvement, and we take pride in building long-term partnerships with the communities we serve.

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About the role

This posting is part of ICON's ongoing talent pool initiative. We are gathering interest from experienced condominium management professionals who would like to be considered for future Portfolio Property Manager opportunities .

While we are not hiring for a specific vacancy at this time, upcoming opportunities are expected across our portfolio. Candidates whose experience and qualifications align with future openings may be contacted as suitable opportunities become available.

Portfolio Property Managers at ICON are responsible for the professional management of multiple condominium corporations within an assigned portfolio. Acting as the primary management contact for each Board of Directors, the Portfolio Property Manager provides operational, financial, administrative, and regulatory oversight while coordinating with residents, contractors, service providers, and ICON's internal support teams.

This position requires strong organization, sound judgement, and the ability to effectively manage competing priorities across multiple communities while providing Boards with timely information and professional recommendations.

What you'll do

Responsibilities include, but are not limited to:

Board and Client Relations

- Serve as the primary management contact for the Boards of Directors within your assigned portfolio.
- Develop strong, professional relationships with Board members and provide timely guidance and recommendations on operational and governance matters.
- Prepare for and attend Board, committee, annual general, and owner meetings as required.
- Prepare meeting packages, management reports, action lists, and follow-up documentation.
- Coordinate and respond to resident and owner concerns that require management involvement.
- Support Boards in administering and enforcing the corporation's Declaration, Bylaws, and Rules.
- Maintain clear and proactive communication with Boards regarding outstanding matters, priorities, risks, and recommended next steps.

Financial Management

- Prepare, implement, and monitor annual operating and reserve fund budgets.
- Review monthly financial statements and identify areas requiring Board attention or corrective action.
- Review and code invoices and ensure expenditures align with approved budgets and appropriate authorization requirements.
- Monitor arrears, cash flow, contracts, and other financial matters affecting assigned corporations.
- Coordinate year-end audits and work with auditors and ICON's accounting team to address outstanding requirements.
- Support Boards with financial planning and provide recommendations regarding operating expenses, reserve fund expenditures, and major projects.

Building Operations

- Conduct regular property inspections and follow up on identified maintenance, safety, and operational concerns.
- Coordinate repairs, preventative maintenance, capital projects, and contractor activities.
- Monitor contractor performance and address service deficiencies.
- Support Boards in developing annual maintenance priorities and longer-term operational plans.
- Coordinate emergency response requirements and ensure appropriate follow-up and documentation.
- Work closely with site staff, building operations teams, contractors, and ICON's internal departments to ensure issues are addressed effectively.

Contract and Vendor Management

- Obtain quotations and prepare tender packages for services and projects.
- Review proposals and provide Boards with information and recommendations to support decision-making.
- Coordinate contract renewals and monitor vendor performance.
- Assist with insurance renewals and claims as required.
- Ensure vendor documentation and contractual requirements are maintained appropriately.

Administrative Management

- Maintain accurate corporation records and ensure required documentation is current and accessible.
- Coordinate Annual General Meetings and other owner meetings, including notices, meeting materials, and follow-up requirements
- Monitor outstanding Board directives and ensure action items are completed within appropriate timelines.
- Coordinate status certificate, records, owner communication, and administrative requirements with ICON's internal support teams.
- Maintain organized records of Board decisions, contracts, correspondence, and ongoing property matters.

Compliance and Regulatory Oversight

- Ensure assigned corporations are managed in accordance with applicable condominium legislation, regulatory requirements, and governing documents.
- Maintain required records and coordinate regulatory filings and submissions.
- Support compliance with applicable requirements under the Condominium Act, Condominium Management Services Act, Occupational Health and Safety Act, AODA, Ontario Fire Code, and municipal requirements.
- Monitor legislative and regulatory developments affecting assigned communities and communicate relevant requirements to Boards.
- Work collaboratively with ICON's internal departments to ensure compliance requirements are completed within established timelines.

Portfolio Management

- Manage multiple condominium corporations while maintaining appropriate oversight of priorities, deadlines, meetings, projects, and outstanding issues.
- Maintain regular communication with Boards regarding the status of ongoing matters.
- Prioritize competing demands across the portfolio and escalate significant risks or concerns when required.
- Collaborate with ICON's Regional Directors and internal departments to resolve complex operational, financial, compliance, and client matters.
- Provide coverage and support across the portfolio as operational requirements arise.

Knowledge, Skills and Abilities

- A General Licence in good standing with the CMRAO .
- Approximately 3 to 5 years of condominium management experience , preferably with experience managing multiple condominium corporations or communities.
- Strong knowledge of the Condominium Act, Condominium Management Services Act, and CMRAO requirements.
- Demonstrated experience working directly with condominium Boards of Directors.
- Experience preparing and managing operating and reserve fund budgets.
- Strong understanding of condominium financial statements, arrears management, audits, contracts, and procurement processes.
- Experience coordinating building maintenance, capital projects, contractors, and service providers.
- Strong written and verbal communication skills.
- Strong interpersonal skills and the ability to navigate complex Board, resident, contractor, and operational matters professionally.
- Excellent organizational and time management skills, with the ability to manage multiple properties, deadlines, and competing priorities.
- Strong judgement, problem-solving skills, and attention to detail.
- Proficiency with Microsoft Office and experience using condominium management software.
- Knowledge of building systems, preventative maintenance, and capital planning.
- The ability to work independently while collaborating effectively with internal teams.
- The ability to travel between assigned condominium communities as required.
- Availability to attend evening Board and owner meetings and respond to after-hours emergencies when required.
- Experience with new condominium developments, Tarion warranty matters, major capital projects, or complex condominium communities would be considered an asset.

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 we serve. If you require accommodation during the recruitment or 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, colour, religion, sex, age, sexual orientation, national origin, marital status, family status, ancestry, disability, gender identity, gender expression, or any other status protected by applicable law.