How to choose a condo management company

Choosing a management company is the single decision that most affects how your condominium runs day to day. The right partner keeps finances clean, maintenance on schedule, and owners informed. The wrong one is the source of the most common complaints boards report: slow responses, opaque books, and a revolving door of managers. Here is what to evaluate.

1. Response time, in writing

Slow response is the number one complaint in the industry. Ask each candidate what their standard response time is and how they track it. A strong answer is specific and measured in hours. A weak answer is "we do our best." Ask to see how requests are logged and whether the board can see open items at any time.

2. Transparency and reporting

The board should never have to ask what is happening with its own building. Look for real-time access to task status, financials, and records rather than a monthly PDF. If the board cannot see the books until the manager compiles them, every question becomes a delay.

3. Accounting practices

Ask how owner contributions are held, how reserve funds are separated, when financial statements are delivered, and what the arrears process looks like. Clean, timely, corporation-specific accounting is the foundation of a well-run condo; treat any vagueness here as disqualifying.

4. Vendor network and procurement

Maintenance and projects are where most of your budget goes. Ask how vendors are selected and priced, whether the company takes referral fees, and how work is verified before invoices are paid. A deep network of vetted vendors gets work done right at better prices; an opaque one inflates costs.

5. Licensing and compliance

Condo and strata management is regulated. Confirm the company and its individual managers are licensed in your province (RECA in Alberta, BCFSA in British Columbia) and ask how they stay current with legislative changes that affect your corporation.

6. Retention, not just references

References are hand-picked; retention is math. Ask what percentage of boards stay year over year and how long their average client relationship lasts. High retention is the strongest signal that promises survive the sales process. At Condo Bridge, 98% of boards that switch to us stay.

Questions to ask every candidate

• What is your standard response time, and how is it tracked?
• Can the board see live financials, tasks, and records at any time?
• Who exactly will manage our building, and how many properties do they carry?
• How are vendors chosen, and do you accept referral fees?
• What does the transition from our current company look like, step by step?
• What percentage of your boards renew each year?
• What is and is not included in the management fee?

Red flags

• Response-time promises with no system behind them
• Financials only available on request or weeks after month-end
• Frequent manager turnover on the same portfolio
• Vendor arrangements the company will not explain
• A fee quote that is far below market with a long list of billable extras

Comparing your shortlist

Score each candidate on the six areas above, weight response time and transparency highest, and ask every company the same questions so answers are comparable. Then request a quote from each so you compare total cost, not just the headline fee.