Community manager vs board responsibilities: A complete guide

What is a community manager?

A community manager is a professional who oversees the daily operations of a condominium corporation on behalf of the board. They serve as a bridge between board members, residents, vendors, and regulatory bodies. While they do not make high-level policy decisions, they play a crucial role in executing the board’s directives and supporting compliance with Alberta’s Condominium Property Act.

A great community manager can provide more than just administrative support. They bring expertise in budgeting, maintenance planning, vendor management, and legal compliance, allowing board members to focus on strategic decisions rather than day-to-day logistics.

At FirstService Residential, our community managers are trained to help board members in Alberta operate efficiently, protect financial stability, and enhance the life of each resident.
 

What is a board of directors?

The board of directors is an elected group of owners responsible for making decisions on behalf of the condo corporation. Board members are volunteers, meaning they typically have professional obligations outside of their condo corporation responsibilities. Their role is not to handle daily operations but rather to guide policies, approve budgets, and make critical decisions that affect the long-term success of the community.

Since board members often have limited time and may be new to condo management, working with an experienced community manager can be instrumental in helping them make informed choices and operate within legal requirements.
 

Board of directors responsibilities

The board’s primary function is to govern the condo corporation. This means overseeing finances, setting policies, and making decisions that impact the long-term sustainability of the condo. Their responsibilities typically include:

• Establishing policies and bylaws: The board shapes the community’s fundamental policies, determining how common areas are used and what standards residents follow. This involves reviewing existing bylaws, making updates as needed, and introducing new policies that address emerging issues or provincial legislative changes.
   
• Financial planning and oversight: Board members finalize budgets, review major expenditures, and allocate reserve funds for large-scale projects (like roofing or elevator upgrades). They regularly assess whether the community’s financial resources are being used effectively, aiming to keep fees at reasonable levels while maintaining a high quality of life for everyone.
   
• Setting strategic priorities: While daily operations can be delegated, the board discusses and approves the community’s long-term objectives. This can mean scheduling capital improvements (lobby renovations, security upgrades) or deciding on broader initiatives like sustainability features or updates to common amenities.
   
• Overseeing reserve fund management: Large-scale projects like mechanical system repairs or balcony restorations require a dedicated reserve fund. The board usually reviews reserve studies to determine that future needs will be met, and that owners won’t be caught off guard by unexpected costs.
   
• Maintaining legal and ethical standards: Boards must stay aware of relevant provincial regulations. They collaborate with legal and financial professionals as needed, resolving any disputes or questions while upholding ethical practices.

By focusing on these higher-level responsibilities, a board of directors provides the strategic framework in which a community manager operates. While the board holds decision-making authority, its success often depends on strong partnerships with knowledgeable professionals, including community managers, who can bring expertise in daily operations and regulatory compliance.
 

Community manager responsibilities

A community manager is responsible for executing the board’s directives and handling the day-to-day functions of the condo. Unlike board members, who serve in a volunteer capacity, community managers are trained professionals who specialize in condo operations, financial management, and resident services. Also, community managers in Alberta are required to hold a licence with the Real Estate Council of Alberta (RECA).

Key responsibilities of a community manager include:

• Financial management: Community managers can assist with budget preparation, track expenses, and provide financial reports to the board. They can also coordinate with accountants, auditors, and legal professionals to keep the corporation’s finances in order.
   
• Vendor and maintenance coordination: From landscaping and cleaning services to major capital projects, a community manager can oversee vendor contracts and see that maintenance issues are addressed promptly. They work closely with the board to evaluate bids and select qualified service providers.
   
• Compliance: Managers can help boards navigate the complexities of provincial laws, keep records organized, and manage correspondence between board members, residents, and regulatory bodies. They also handle insurance policies, reserve fund studies, and annual reporting requirements.
   
• Resident and board support: Community managers respond to resident inquiries, mediate disputes, and enforce community policies. By handling administrative duties like preparing board meeting agendas and assisting with elections, they play a key role in keeping things running smoothly.
   
• Risk management: Having a professional to manage emergencies — whether it’s a flood, fire, or security concern — can make all the difference. Community managers can coordinate response plans, communicate with emergency services, and work with the board to mitigate risk.
   
• Reporting: At regular intervals, community managers can submit status updates to the board. These can cover financial highlights, vendor performance, upcoming work orders, and any new legislative or bylaw changes that might affect the condo corporation.

While community managers play a critical role in maintaining condo operations, their success is amplified when backed by a professional property management company. A well-supported manager has access to specialized resources, industry expertise, and a broader network of vendors and service providers. This allows them to execute their duties more effectively, respond to issues promptly, and provide boards with reliable, data-driven insights to support informed decision-making.
 

How a property management company helps condo corporations in Alberta

A professional property management company like FirstService Residential can help boards navigate budgeting, vendor contracts, and reduce financial risk and administrative burdens. With industry knowledge and established vendor relationships, professional managers can help secure cost-effective solutions for maintenance, insurance, and large-scale projects, improving efficiency while protecting the corporation’s long-term financial health.

Beyond operations, professional management enhances compliance, risk mitigation, and emergency preparedness. From handling unexpected repairs to implementing technology that streamlines communication and financial tracking, a property management company allows board members to focus on the bigger picture while leaving operational details in the hands of experienced professionals.

If your Alberta condo corporation is looking for ways to optimize operations, enhance financial management, or streamline maintenance planning, contact FirstService Residential today to learn how our tailored solutions can support your board and your community.