What to Look for in a New Condo Management Company

Selecting a new management company is one of the most consequential decisions a condominium board makes. The right provider makes governance easier, maintains the building well, and communicates clearly. The wrong one creates problems that can take years to resolve.

Here's what to look for.

Licensing and Credentials

In Ontario, condominium management companies and their managers must be licensed by the CMRAO. Verify that any company you're considering holds a valid licence.

Beyond the minimum, look for:

• Managers with the RCM (Registered Condominium Manager) designation
• Membership in ACMO (Association of Condominium Managers of Ontario)
• Membership in CCI (Canadian Condominium Institute) or CAI (Community Associations Institute)

These credentials signal a commitment to professional standards that goes beyond the regulatory minimum.

Experience with Buildings Like Yours

A company that specializes in large high-rise towers may not be the best fit for a small townhouse community — and vice versa. Look for a provider with experience managing buildings similar to yours in size, type, and complexity.

Ask specifically: How many buildings do you currently manage? What is the typical size and type? Do you have experience with the specific issues our building faces?

References

Ask for references from current clients — not just the ones the company selects. If possible, speak with boards that have been with the company for several years. Ask about responsiveness, financial management, maintenance, and how problems are handled.

Technology and Reporting

Modern management companies use technology platforms that provide owner portals, maintenance tracking, and financial reporting. Ask what platform they use and request a demonstration.

Financial reporting should be monthly, accurate, and easy to understand. Ask to see a sample financial package.

Communication

How a company communicates during the proposal process tells you a lot about how they'll communicate as your management provider. Do they respond promptly? Do they ask good questions? Do they provide clear, specific answers?

Fee Structure

Understand exactly what is included in the management fee and what is billed separately. Some companies charge separately for after-hours calls, additional meetings, or specific services. A transparent fee structure with no surprises is a good sign.

The Relationship

Finally, consider whether you can work with these people. Management is a relationship. The board and the management team need to be able to communicate honestly, address problems directly, and work together toward the same goals.

The best management company for your corporation is the one that combines professional competence with a relationship that works.