Commercial Assistant Compliance Manager

Job Overview

The Assistant Compliance Manager ("ACM") assists the lead compliance manager in overseeing a portfolio of Commercial Property Owner Association “CPOA” accounts to ensure business is executed in a timely and accurate manner in accordance with the Association governing documents, First Service Residential policies and procedures, and other applicable regulations.

This position works in tandem with the lead compliance manager to ensure the properties within the portfolio align with the governing document expectations. The ACM performs office work related to property management and general business operations of the Association, including property inspections, email and phone correspondence, and vendor relationship oversight. A successful ACM is a self‑accountable, well‑organised, proactive person who takes pride in their work and partners with their team to ensure the properties within their portfolio are maintained accordingly.

The ACM will work to establish relationships with colleagues, developers, and owners and owns certain operational aspects to ensure compliance and reduce liability. The ACM must remain service‑oriented, accessible, and accountable. First Service Commercial, a division of First Service Residential, specialises in the management of commercial property owners’ Associations, including commercial office, industrial, condo, and mixed‑used properties.

• Acquires and maintains current knowledge of state regulatory agency statutes and each Association’s documents, policies, and procedures.
• Assists in oversight of tracking and responding to owner’s inquiries.
• Maintains owner relation program and regular positive communication with each owner.
• Performs weekly scheduled property inspections throughout the Associations.
• Performs as needed, outside of regularly scheduled, inspections of property for compliance purposes.
• Prepares formal reports through Association CRM system as follow‑up to property inspection.
• Performs regular follow‑up with owners to ensure outstanding compliance matters are handled promptly. Follow‑up inspections will be needed to ensure corrections are up to Association development standards.
• Assists in the coordination of insurance requirements for properties and associated vendors.
• Assists in the preparation and distribution of owner’s manuals, emergency procedures, and other necessary formalised communication.
• Manages client relationships to ensure retention and a high level of service including timely and complete resolution of owner concerns, coordinating special services and requests and conducting formal and informal inspections.
• Creates the culture needed to enhance, promote and execute daily positive interaction among members of the management team, Association members and vendors.
• Assists the Manager in supervising and overseeing projects performed by vendors.
• Assists the Manager in performing inspections of common area facilities, such as parks and channels, to ensure they are maintained as intended.
• Follows safety procedures and maintains a safe work environment.
• Performs other job‑related duties as directed.

Education/Skills/

Qualifications:

High School Degree or equivalency required. Associate’s degree in Business Administration, Hospitality Management, or related field would be a plus.

Experience/Knowledge/Abilities: Must possess strong administrative background; prior administrative experience supporting a team or portfolio is highly desired. 3-5 years of related work experience including contract administration and vendor management. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communication skills. Self‑starter with ability to prioritise work and manage time effectively. Strong written and verbal communication skills.

Must be an “active” listener who can anticipate issues and drive for mutually satisfactory resolutions. Service‑oriented mindset, with multi‑tasking abilities and flexible, resilient attitude. Customer service experience preferred. Individual must be organised and able to deal with conflict and work well under…