Administrative management

The management of a co-ownership (condominium) involves an administrative aspect that requires the implementation of strict control procedures. Efficiency in carrying out these administrative tasks is essential to ensure smooth and effective management within a syndicate of co-owners; despite their potential complexity, these responsibilities are crucial for ensuring transparency and order in the operation of the co-ownership. As a frontline actor, the condo manager plays a key role in the implementation and monitoring of these procedures thus ensuring the smooth running of the co-ownership's daily activities.

Secretary

Regarding secretary tasks, the manager may be required to:

• safeguard and update the register of co-ownership;
• proceed to the archiving and to the managing of the documents related to the co-ownership;
• prepare the necessary documents to convene and to hold the meetings of co-owners such as the notices of meetings, the agenda, the proxies, the balance sheet, the income statement, the statement of debts and claims, the forecast annual budget, the notes on the essential terms and conditions of any proposed contract as well as the foreseeable work resulting therefrom and the attendance sheet;
• prepare the documents relating to the annual meeting of the co-owners or to the special meeting such as the PowerPoint presentations or the report of the board of directors;
• draft the minutes of the meeting of the co-owners;
• prepare the documents relating to convening the meetings of the board of directors;
• draft the minutes of the board of directors;
• update the syndicate’s information on the Quebec enterprise register (Registre des entreprises du Québec) (REQ) via an annual updating declaration, a current updating declaration or a corrective updating declaration.

Communication

As part of his communication tasks, the manager may be called upon to:

• act as a middle person between the directors, the co-owners, the service providers and the staff;
• receive and process letters, emails, text messages and phone calls;
• transmit a notice of loss to the insurer or the damage insurance broker of the syndicate following a loss that could trigger one of the guarantees of the insurance policy;
• forward the decisions of the board of directors to the co-owners, to the service providers and to the third party members;
• send newsletters to the co-owners to inform them of special occurrences such as the closing of the pool to carry out repairs;
• send a notice to the co-owners informing them that legal proceedings have been instituted against the syndicate of co-owners;
• transmit the relevant information to a promisor-buyer such as the statement of unpaid common expenses or the request for Information to the syndicate of co-owners;
• greet and welcome new co-owners or tenants.

Management

As part of his managerial tasks, the manager may need to:

•  enforce the provisions of the declaration of co-ownership and so, under the supervision of the board of directors;
• manage the diverse requests of the co-owners;
• respond to co-owners' requests for consultation of documents filed in the register of co-ownership;
• recruit staff;
• follow up on staff management;
• evaluate and train staff to optimize performance;
• follow up on contracts to ensure the proper operation and preservation of the immovable;
• follow up on the decisions taken at the meeting of co-owners and at the meeting of directors to ensure their implementation.

WHAT YOU SHOULD KNOW!​ ​Sometimes, the manager has the mandate of enforcing the provisions of the declaration of co-ownership; under the supervision of the board of directors, he must ensure that the by-laws of the immovable are rigorously respected by the co-owners, by the occupants and by the lessees.

WHAT TO KEEP IN MIND: The manager may, under the supervision of the board of directors, assume the administrative management of the co-ownership.

WARNING! The manager must have excellent communication skills with all members involved in the co-ownership.

Back to the sub-factsheet: Functions of the manager