Condominium Administrator

About the role

Whitecap Search is seeking a dedicated and skilled professional to join our team in the management of luxury condominium properties. This role involves serving as a key liaison between various stakeholders, supporting property administration, and ensuring smooth operational and financial processes. The ideal candidate will have a strong background in property management, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as a professional liaison between condominium owners, Board members, residents, vendors, and property management teams, addressing inquiries and concerns promptly and diplomatically.
• Support day-to-day administration of luxury condominium properties, including owner communications, resident records, work orders, applications, alterations, violations, and move-in/move-out coordination.
• Assist with financial administration, including owner billing inquiries, accounts receivable, invoices, vendor payments, budget tracking, financial reconciliations, and variance reporting.
• Prepare for and actively participate in Board/HOA meetings, providing property, financial, and operational updates and following through on Board decisions and action items.
• Maintain accurate, organized, and confidential property records, correspondence, reports, databases, and administrative files.
• Coordinate effectively with Resident/Property Managers, vendors, finance teams, engineers, and other stakeholders to resolve issues and support smooth building operations.
• Demonstrate exceptional organization, attention to detail, communication, problem-solving, and multitasking skills, with the ability to work independently in a fast-paced environment.

Requirements

• 2 years of experience in condominium, residential property management, HOA/community association management, real estate administration, or a related field; luxury residential experience strongly preferred.
• Strong owner/resident and Board relations experience with excellent verbal and written communication, professionalism, diplomacy, and customer-service skills.
• Solid financial and administrative skills, including billing, invoices, accounts payable/receivable, budgets, reconciliations, variance reporting, and strong proficiency in Microsoft Excel, Word, and Outlook.
• Highly organized, detail-oriented, and able to multitask independently in a fast-paced environment while managing multiple priorities and maintaining accurate confidential records.
• Strong ability to coordinate with property managers, vendors, finance teams, engineers, and Board members, with basic knowledge of building operations and property management processes.