Administrative Services

ICON

Administrative inefficiencies, outdated technology and a lack of standard operating procedures can hinder your condo community’s success.

At ICON Property Management, we transform these challenges into opportunities for seamless, efficient management.

Our tailored solutions are crafted to meet the unique needs of condominium corporations, ensuring every detail is handled with precision.

Leveraging state-of-the-art technology, we streamline recording-keeping, compliance and communication, making your administrative tasks hassle-free.

With our experienced team and industry-best practices, we foster effective governance, enhancing the overall operation and harmony of your condo community.

ICON - Administrative Services

Our Services Include

Efficient Record Keeping

Advanced systems for managing owner databases, work orders and records.

Prompt Record Requests

Swift and compliant handling of all owner record requests.

Proactive Rule Enforcement

Addressing compliance issues with comprehensive templates and resources.

Seamless Meeting Management

Expert planning and execution of board meetings, AGMs and townhalls.

Tailored Onboarding for New Directors

Customized guides and tools to navigate your position effectively.

Streamlined Status Certificates

Easy online system for ordering, processing, and ensuring the accuracy of status certificates.

Field Operation Policies & Procedures

Custom manuals to maintain high standards of service during staff transitions.

Timely CAO Filings

Ensuring all filings are completed on time and in compliance with the corporation’s regulatory obligations.

Innovative Resources

AI-powered tools and standardized templates for effective communication.

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Experience the ICON Difference

Choosing ICON Property Management means selecting a partner dedicated to your community’s success. Our blend of expertise, personalized service and innovative solutions ensures that your condominium’s administrative needs are met with unparalleled efficiency and effectiveness.

Request a Proposal today to see how ICON Property Management can transform your condominium management experience.

Real Reviews, Real Results

I am the Secretary of our corporation. We are in the third year of a three-year contract with ICON. The Property Manager is very diligent in performing his duties and responds promptly to owners' questions and complaints with clear answers. He is courteous and always acts professionally. I am happy to recommend ICON Property Management as an excellent Property Management company.

Kerry Byam

I’ve lived at several downtown condos over the past 10 years and have dealt with a number of property management groups. Icon has been the most professional to deal with and set the standard pretty high. I’m not one to write reviews but felt the need to show support. Sokol, in particular, has provided such a positive experience.

Ramon

I have dealt with many property management companies over the past 2 decades and lived and owned many units in different buildings and have never seen another property management company as responsive, result driven and polite as ICON. Truely the reason why I live in my current building.

David Shirazi Rad

The service and management by Icon Property Management is stellar and seamless. The biggest compliment I could give is that everything is always copacetic and any issue is responded to with extreme professional efficacy.

Stephen Dulacha

Blogs

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Frequently Asked Questions

ICON’s administrative services cover the essential day-to-day operations that keep a condominium corporation organized and compliant. This includes preparing and distributing board meeting packages, recording and maintaining minutes, managing correspondence, maintaining accurate corporate records, and assisting with annual general meetings and owner communications. We also ensure that all administrative practices align with the Condominium Act and the corporation’s governing documents, supporting efficient operations and informed decision-making by the board.

ICON ensures compliance by aligning all management practices with the Condominium Act, the Condominium Management Services Act, and other applicable regulations. Our licensed managers stay current through continuing education and professional development to maintain CMRAO credentials. ICON also uses standardized policies, procedures, and checklists to ensure consistent adherence to legislative requirements. Through proactive monitoring, regular internal reviews, and transparent reporting, we help condominium corporations meet their legal obligations and operate with full regulatory compliance.

Record requests from owners are managed by ICON’s records administration team in coordination with the assigned property manager. Requests are submitted through our online platform to ensure accurate tracking and secure document delivery. In accordance with the Condominium Act, records are typically fulfilled within 30 days of receiving a complete request, although most are processed sooner. ICON’s electronic record system allows for faster turnaround times and ensures that owners receive accurate, up-to-date information efficiently.

Yes. ICON provides full administrative support for board meetings, annual general meetings, and special meetings. Our team prepares and distributes meeting notices and packages, coordinate accurate minute taking, and assists with virtual or in-person meeting coordination. We also guide boards through voting procedures, proxies, and compliance requirements under the Condominium Act to ensure each meeting runs smoothly, efficiently, and in accordance with legislation.

When new board members join mid-term, ICON provides a structured onboarding process to help them quickly understand their roles and responsibilities. This includes an overview of the corporation’s governing documents, recent meeting minutes, current projects, and financial reports. We also provide guidance on working effectively with fellow directors and the property manager, ensuring new members are confident in making informed decisions that support their community’s goals.

ICON maintains all corporation contracts, policies, and governing documents in a secure electronic records system for easy access and version control. Property managers review these documents regularly in collaboration with the board to ensure they remain current and reflect any legislative changes or board decisions. When updates are required, ICON assists in organizing revisions, obtaining board approval, and distributing updated copies to ensure the corporation’s records remain accurate, compliant, and well organized.

Yes. ICON manages the preparation and delivery of status certificates, disclosure documents, and other legal forms required under the Condominium Act. Our records administration team ensures all information is accurate, complete, and up to date before issuing documents. Requests are processed through our secure online system for efficiency and transparency, helping buyers, sellers, and lawyers receive the documentation they need quickly and reliably.

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