Careers

Overview
Languages
English

Education
Secondary (high) school graduation certificate

Experience
2 years to less than 3 years

On site
Work must be completed at the physical location. There is no option to work remotely.

Work setting
Private sector
Urban area

Responsibilities
Tasks
Review and evaluate new administrative procedures
Delegate work to office support staff
Establish work priorities and ensure procedures are followed and deadlines are met
Carry out administrative activities of establishment
Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
Assist in the preparation of operating budget and maintain inventory and budgetary controls
Assemble data and prepare periodic and special reports, manuals and correspondence
Perform data entry
Oversee and co-ordinate office administrative procedures

Supervision
1 to 2 people

Experience and specialization
Computer and technology knowledge
Electronic mail
Spreadsheet
Accounting software
MS Excel
MS Office
MS Outlook
MS PowerPoint
MS Windows
MS Word

Additional information
Work conditions and physical capabilities
Fast-paced environment
Work under pressure
Tight deadlines
Attention to detail

Personal suitability
Efficient interpersonal skills
Excellent oral communication
Excellent written communication
Flexibility
Organized
Reliability

Benefits
Health benefits
Dental plan
Health care plan
Vision care benefits

Financial benefits
Group insurance benefits
Life insurance

Other benefits
Free parking available
Learning/training paid by employer
Paid time off (volunteering or personal days)
Team building opportunities
Parking available
Travel insurance
Wellness program

Apply

The Head Office Administrator is responsible for several properties. The successful candidate will also keep property managers informed about all daily business and issues. Skilled in providing excellent customer service, the Head Office Administrator is the face of Duka Property Management to residents, owners and trades.

Our ideal candidate is:

• A high school graduate (candidates with post-secondary education preferred)
• Has one to two years of experience in an administrative role, preferably in property management or customer service in an office environment

In this role you will:

• Report to the Office Manager on daily basis
• Check e-mails, correspondence, faxes and respond within 24 hours
• Answer calls, take detailed messages and record calls
• Prepare all outgoing mail and ensure timely distribution
• Receive all items delivered to the company’s address
• Fax, scan and copy various documents as required
• Compose and process various documents, reports and correspondence to unit owners, residents and tenants, board of directors and contractors
• Maintain soft and hard copies of letters, correspondence, memos, requests, notices, and file them as per company requirements
• Update and maintain databases, for example, owners’ lists, trades’ lists, service agreements, contract summaries, site information and liens’ lists
• Update information on all trades, for example, insurance coverage and Workplace Safety and Insurance Board (WSIB) coverage
• Ensure timely collection of common element fees arrears and outstanding charges and report to Office Manager
• Assist the Office Manager with event planning
• Prepare Annual General Meeting (AGM) packages as instructed by Property Managers
• Handle trade access to units and utility rooms by supplying unit door keys, unit mail box keys, keys for common areas

Duka welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Apply

We are looking for a Property Accountant for a mixed portfolio of Condominium Corporations.

Property Accountant reports directly to the Vice President of Finance and each Property Accountant is assigned a portfolio of properties managed by Duka Property Management Inc. The Property Accountant is responsible for the accurate recording of all accounting transactions and timely preparation of all financial statements. He/she ensures that the accounting procedures conform to the Generally Accepted Accounting Principles of Canada and comply with the Condominium Act, 1998 and company’s policies and procedures.

The Property Accountant is required to work independently with the least amount of supervision. The Property Accountant is expected to develop a good working rapport with owners and trades. A diplomatic professional attitude must be maintained at all times when dealing with the public and owners of the Corporation.

The successful candidate will have 2+ years of experience in Condominium Property Management, post-secondary education, advanced knowledge of computer and good communication skills.

Below are the outlines of the Property Accountant responsibilities (including but not limited to):

• Prepare and send to Condominium Managers/Vice President of Finance the Condominium Corporations’ monthly financial statements on or before the 15th day of each month
• Prepare Condominium Corporations’ bank reconciliations.
• Review the accounting records/transactions and make correction/adjustments if necessary. Report to the Vice President of Finance on any abnormalities noticed.
• Assist Condominium Managers in preparation of the annual budget by providing data, analysis and reports as required.
• Post Condominium Corporation’s approved budget in the system.
• Process month and year end periods in the accounting software, including any changes in utility setups.
• Give full support/assistance to the Vice President of Finance.
• Monitor the financial positions of the properties and report to the Condominium Managers of any abnormalities noticed.
• Review periodically the financial statements of all the properties to ensure the timely monthly reserve fund contribution, payment of all bills; the investments are in compliance with the Condominium Act, 1998.
• Ensure the invoice payments from the operating and reserve fund accounts are appropriate (in compliance with the expense nature as specified in the Condominium Act, 1998).
• Provide suggestions to Condominium Managers on the investment instruments/terms for Board of Directors to consider.
• Monitor and/or calculate charge backs, including Shared Facilities, commercial components, reciprocal agreements, utilities etc.
• Give full assistance to the Condominium Corporations/CRA Auditors in their course of auditing.
• Book audits, prepare audit documents and records, post audit adjustment entries.
• On taking over of new properties, ensure all documents are received. Review the accounts/documents and assist the accounting staff to record into the system.
• Post opening balances for new Condominium Corporations.
• When turning over existing Corporations, ensure all records/documents are in good order and are forwarded in a timely manner to the Vice President of Finance, prior to being released to the new management company.
• Assist Condominium Managers/ Vice President of Finance or other senior executives to prepare ad hoc reports.
• Assist Accounts Payable/Accounts Receivable Specialists to resolve any problems that may arise.
• Prepare and conduct frequent meetings with the Accounting team.
• Attend Senior Management Meetings as required.
• Perform other duties as may be required.

Compensation Package will include:

• Competitive Salary
• Extended Health Care, Dental, Vision, ADD & Life Insurance

• Application Process 

Applicants should submit a résumé and cover letter outlining how they meet the specific requirements of the position.

Our company welcomes diversity in the workplace and encourages applications from all qualified applicants. We are committed to accommodating applicants’ needs in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code throughout the selection process. Please contact our HR department should you need accommodation.

Interviews will begin as early as suitable candidates are identified. We thank all applicants in advance for their interest; however, only those invited to an interview will be contacted.

Apply

We are looking for a driven and experienced Condominium Manager. The Condominium Manager reports to the Regional Manager and the Board of Directors. They manage, maintain and oversee the daily operation of the large Condominium Corporation ensuring effective and efficient management. The Condominium Manager is also responsible for monitoring maintenance and repairs of the building. They must be able to complete their daily duties while multi-tasking efficiently and juggling unexpected developments such as emergencies.

The successful candidate will have:

• 5+ years of experience in the industry;
• General License/R.C.M. designation;
• Strong computer skills;
• Excellent administration skills
• Excellent communication, interpersonal, leadership and organizational skills

The Condominium Manager has a wide array of duties and responsibilities which must be performed on a daily basis. In this role you will:

• Obtain direction from the Regional Manager and report back as needed;
• Oversee, establish, and renew contracts for the Condominium Corporation, as needed;
• Contact appropriate contracted trade for repairs and maintenance, as needed;
• Develop a good working rapport with owners and trades;
• Ensure Condominium Corporation’s insurance policy is renewed in a timely manner;
• Check emails, correspondence, faxes and answer or forward as required, and report to the Regional Manager, seeking instructions and feedback when necessary;
• Communicate with the Board of Directors as needed;
• Greet all clients, visitors, unit owners, residents, contractors and people that visit the Condominium Corporation and ensure the needs of each person are met;
• Assist in recruiting, selecting and training new onsite staff;
• Supervise onsite staff, evaluate performance and take corrective measures as needed;
• Work in a professional manner with superintendents, cleaners, security officers and other onsite personnel;
• Ensure onsite staff are trained as required by the Occupational Health and Safety Act  and other applicable employment legislation;
• Ensure the Condominium Corporation property meets Occupational Health and Safety Act requirements for accident prevention;
• Ensure complaints and concerns are recorded by the Site Administrator, as applicable;
• Compose and process various documents, reports and correspondence to unit owners, residents/tenants, Board of Directors and Contractors/Service Providers as required;
• Prepare Property Management Report and package for Board of Directors Meeting;
• Ensure timely collection of Common Element Fees from unit owners;
• Take the proper and timely action in collecting outstanding arrears and report/update Regional Manager about units in arrears;
• Prepare documents such as correspondence, reports, drafts, memos and emails to all unit owners, etc. for the Site or Head Office Administrator to distribute.

Compensation Package will include:

• Competitive Salary
• Extended Health Care, Dental, Vision, ADD & Life Insurance

Application Process:
Applicants should submit a resume and cover letter outlining how they meet the specific requirements of the position. Duka welcomes diversity in the workplace and encourages applications from all qualified applicants. We are committed to accommodating applicants’ needs in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code throughout the selection process. Please contact our Human Resources department should you need accommodation.

Interviews will begin as early as suitable candidates are identified. We thank all applicants in advance for their interest; however, only those invited to an interview will be contacted.

Apply

The Site Administrator reports directly to the Condominium Manager and is responsible for providing friendly, courteous assistance to owners and trades of the corporation. The Site Administrator is required to work independently with the least amount of supervision. The Site Administrator is expected to develop a good working rapport with owners and trades. A diplomatic professional attitude must always be maintained when dealing with the public and owners of the Corporation.

The successful candidate will have 2+ years of experience in Condominium Property Management, post-secondary education, advanced computer skills and good written and verbal communication skills.

In this role you will:

• • Communicate and follow instructions from the Condominium Manager and report to him/her on a daily basis;
  • Check e-mails, correspondence, faxes and answer or forward as required and report to the Condominium Manager, seek instructions and feedback on a daily basis;
  • Answer and maintain a record of all phone calls and take detailed messages as needed;
  • Communicate with the Board of Directors as instructed by the Condominium Manager;
  • Greet all clients, visitors (including walk-ins), unit owners, residents/tenants, and contractors to ensure the needs of each person are met;
  • Oversee and work in a professional manner with superintendents, cleaners and security officers with the daily affairs of the condominium corporation;
  • Assist and record on log sheets all various complaints/concerns and needs of clients on a daily basis;
  • Resolve administrative problems and inquiries;
  • Prepare written responses to routine enquiries;
  • Monitor and maintain office supplies inventories (make orders to Suppliers as needed as per the Property Manager’s instructions);
  • Fax, scan and copy various documents as required;
  • Compose and process various documents, reports and correspondence to unit owners, residents/tenants, Board of Directors and Contractors as required;
  • Maintain soft and hard copies of all correspondence including memos, requests, notices, etc. and keep them filed in an organized manner;
  • Update and maintain databases such as: owners’ lists, contract summary, service agreements, site information, liens’ record, contracts, renewal and expiry lists on a daily / weekly basis / as required;
  • Book party room for residents as per policy, coordinate with the concierge and cleaning company;
  • Obtain quotations and specifications from contractors, coordinate all paperwork and create spreadsheets for comparisons, in preparation for Board meetings as per the Condominium Manager’s instructions;
  • Ensure preparation of AGM packages as per instructions of the Condominium Manager;
  • Perform periodic site inspections including checking the overall appearance, deficiencies, landscaping, fire equipment, utilities rooms, garbage rooms etc. as per the Condominium Manager’s instructions

  
  Application Process:
  Applicants should submit a resume and cover letter outlining how they meet the specific requirements of the position. Duka welcomes diversity in the workplace and encourages applications from all qualified applicants. We are committed to accommodating applicants’ needs in accordance with the Accessbility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code throughout the selection process. Please contact our Human Resources department should you need accommodation.

  Interviews will begin as early as suitable candidates are identified. We thank all applicants in advance for their interest; however, only those invited to an interview will be contacted.

Apply