Condo Finance Specialist

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Fort Management Ltd. is a leading condominium management company dedicated to providing exceptional service to our clients and their communities. We specialize in managing a wide range of condo complexes and buildings, ensuring that properties are well-maintained, safe, and compliant with all relevant regulations.

At Fort Management, we pride ourselves on our commitment to customer care, transparency, quality, and long-term relationships with the boards and owners we serve. Our team works tirelessly to ensure the smooth operation of every property, handling everything from routine maintenance to complex projects with professionalism and care. Join us, and be part of a company that values integrity, customer service, and excellence in property management.

We are looking for a reliable and tech-savvy Condominium Finance Specialist to support the financial operations of our condominium clients. This position will be responsible for processing accounts payable and receivable, assisting with the preparation of monthly financial statements, and ensuring that all condominium fees are collected in a timely manner. You’ll also play a key role in reviewing and validating vendor invoices, processing payments, and maintaining accurate records in QuickBooks Online.

The ideal candidate is detail-oriented, experienced with condominium finances, and confident using accounting software. You’ll serve as a key liaison between our finance department and boards, contributing to the transparency and efficiency of our financial services.

How you’ll move the needle

• Assist with the preparation and distribution of monthly financial reports for condominium boards, create and update financial templates and reporting tools for consistency.
• Maintain updated financial records for reserve fund studies and major expenditures.
• Assist with creating and managing condo board budgets as needed.
• Accurately process all accounts payable and receivable in a timely manner.
• Process vendor invoices and manage payment schedules to ensure on-time disbursements.
• Monitor delinquencies and coordinate collection efforts and file caveats on unit owners with overdue condominium fees.
• Complete bank deposits for client cheque payments and monthly bank reconciliations.
• Maintain up-to-date and accurate bookkeeping records in QuickBooks Online.
• Assist in annual audits and provide supporting documentation to auditors.
• Respond to unit owner inquiries regarding fees, statements, and payment history.
• Use online banking applications to make transactions.
• Other duties as reasonably required.

What you need to succeed

• Strong knowledge of bookkeeping and accounting practices.
• Proficiency in QuickBooks Online and willingness to adapt to new software systems as business needs dictate.
• Excellent attention to detail with capability to identify discrepancies and resolving issues proactively.
• Time management skills, able to work multiple property/unit files and meet strict monthly and year-end reporting deadlines.
• Effective communication and interpersonal skills.
• Strong skills with Microsoft Office Suite, including Word, Outlook, and advanced Excel skills for reconciliations and reports.
• Ability to work independently with minimal supervision
• Customer service mindset, especially when dealing with sensitive financial matters requiring ethics and confidentiality, such as managing trust accounts

What would give you an edge

• Prior experience working with condominium corporations or property management companies and knowledge of condo bylaws and financial obligations.
• Familiarity with trust accounting and condo fee collection procedures.
• Experience handling financial migrations or software transitions.

HEARN Group of Companies is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.

Job Type: Full-time

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Application question(s):

• What is your preferred rate of hourly pay?

Work Location: In person