When to Delegate Tasks Internally vs. When to Hire a Third Party
Delegating Tasks Internally
Condominium managers can delegate routine administrative and operational tasks to on-site staff or contracted service providers if appropriate.
Examples of tasks that can be delegated internally:
Processing condo fee payments and record-keeping.
Scheduling meetings and preparing reports for the board.
Basic maintenance tasks (e.g., light bulb replacement, minor repairs).
When to Hire a Third-Party Contractor
Certain responsibilities must be outsourced due to legal, safety, or liability considerations.
Examples of tasks that must be outsourced:
Major repairs or construction work requiring licensed professionals.
Legal and accounting services beyond routine bookkeeping.
HVAC, elevator, and fire system maintenance.
Security services if not handled by in-house personnel.
The Condominium Manager’s Role in Overseeing Service Providers
Even when tasks are outsourced, the condominium manager remains responsible for:
Vetting contractors and ensuring proper qualifications (licensing, insurance, etc.).
Drafting and managing service contracts in compliance with condominium regulations.
Supervising outsourced work to ensure quality and adherence to contract terms.
Keeping the board informed about contract progress, performance, and any issues.
Best Practice Tip: Establish a performance tracking system for vendors to monitor service quality and reliability over time.
Avoiding Liability Issues in Contractor and Vendor Management
To reduce liability risks, condominium managers should:
Require proof of insurance and proper certifications before hiring vendors.
Ensure service agreements include clear scope of work, timelines, and warranties.
Document all vendor interactions, work performed, and contract changes.
Ensure compliance with workplace safety regulations (e.g., WHMIS, OH&S).
Common Pitfalls to Avoid:
Hiring unlicensed contractors, leading to compliance issues.
Failing to verify insurance coverage, exposing the corporation to legal liability.
Not having written contracts, leading to disputes over service expectations.
Ensuring Proper Supervision and Quality Control in Delegated Tasks
Effective supervision ensures that services meet expectations and protects the condominium corporation from financial and legal risks.
Conduct regular site inspections to monitor work progress.
Require contractor reports for major projects or ongoing maintenance.
Hold vendors accountable for any service deficiencies, requiring corrections when needed.
Case Study: A condominium corporation hired a contractor for exterior painting but failed to outline quality standards in the contract. As a result, the work was substandard, leading to a dispute.
Lesson: Always specify service expectations in contracts.
