Administrative management

There is an administrative component in co-ownership Management that should not be neglected; its proper implementation will ensure the smooth operation of the syndicate of co-owners. The contractual agreement between the latter and the manager, may stipulate that various assignments – all equally important - allocated to the manager. If many cases, his duties will be numerous and will require not only thorough knowledge of the declaration of co-ownership, but also reasonable knowledge of the legislative framework governing this collective housing mode. A review of the range of duties that can be entrusted to co-ownership managers.

Clerical function

Insofar as clerical tasks are concerned, the manager may be required to:

Communication

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

  • Play the role of a middle person between the administrators, co-owners, service providers and 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, service providers and third parties;
  • Send newsletters to the co-owners to inform them of special occurrences, such as whether the pool needs to be closed to carry out repairs, or if a general information meeting is to be held;
  • 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 a statement of unpaid common expenses or the DRCOP [“demande de renseignements au syndicat des copropriétaires” (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, under the supervision of the board of directors;
  • Manage the diverse co-owners requests, such as designating an elevator for moving in and out, or attend to having work carried out in a private portion;
  • Respond to co-owners' requests for consultation of documents filed in the register of co-ownership;
  • Recruit staff under the supervision of the Board of Directors;
  • Follow up on staff management;
  • Evaluate and train staff to optimize performance;
  • Follow up on contracts, as necessary, to ensure the proper operation and preservation of the immovable;
  • Follow up on the decisions taken at the general meeting of the co-owners and of the board 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, particularly with regard to the conditions of use of the common and private portions. Under the supervision of the Board of Directors, he ensures that the by-laws of the immovable are rigorously respected by the co-owners, occupants and 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. This responsibility involves diverse and varied tasks.

WARNING ! The manager must have excellent communication skills, to adapt his level of speech to various groups, such co-owners, other occupants, lessees, support staff (e.g. the janitor and building security employees), building professionals, service providers and real estate brokers.

 

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