What we Offer

ADMINISTRATION

  • Operation and management of a nominated current and/or savings account with any registered Bank.
  • Operation and management of a Trust Account in terms of Section 32 of the Estate Agents Affairs.
  • We arrange the insurance of the buildings, the professional determination of replacement values; the facilitation of all claims on behalf of the Scheme and ensure that Scheme Insurance Policies comply with the governing legislation.
  • We attend to the collection of contributions from the owners in accordance with the provisions and in the proportions set out in the governing legislation and/or the Schemes governing documents.
  • We attend to the formulation of a debtors’ policy and the collection of arrears levies and the processing of legal action (if required).
  • We attend to the payment of and accounting for approved expenses including salaries, wages and standard payments.
  • We attend to the payment of and accounting for all other expenses such as maintenance expenses, service provider invoices and insurance claims.
  • We attend to the completion and submission of all statutory and/or legislated returns.
  • We attend to the Issuing of insurance certificates and clearance certificates as requested by mortgagees and transferring attorneys.
  • We ensure the enforcement of Body Corporate conduct rules, the drafting of warning letters and the imposing of relevant penalties in addition to assisting and facilitating any alternative dispute resolution or negotiation which may arise.
  • Vetting of all contracts and service providers

CLERICAL SERVICES

  • In addition to preparing the Agendas for Annual General Meetings and Special General Meetings we distribute these agendas together with their supporting documents. We also attend to proxies and nominations, advising on quorum requirements, resolutions and voting rights.
  • We attend general meetings and trustee/director meetings and take the prescribed minutes of the meetings as well attend to the drafting and typing of the minutes as well as the distribution thereof and uploading such minutes onto the schemes website which is also supplied and managed by our offices.
  • We keep all the legislated and statutory records i.e. minute books, attendance registers, plans and diagrams, rules, contracts and agreements, insurance policies and all other records of the scheme.

FINANCIAL MANAGEMENT

  • We assist with and prepare the annual budget, income and expenditure schedules and levy schedules.
  • We prepare the annual audit file for each scheme.
  • We attend to the investment of surplus funds into savings accounts and/or investment accounts to maximize interest earnings.
  • We ensure FULL monthly financial reporting.
  • We ensure that monthly expenditure is in line with the approved budget and provide month to month budget to actual comparisons.
  • At their own cost, utilise the services of a specialized property accounting firm to oversee the financial management system, thus eliminating any errors and ensuring accurate financial management reports thus also ensuring that minimal delays in preparing of the annual financial statements.

MAINTAINANCE SERVICES AND FACILITIES MANAGMENT

  • We assist with and give input and draft the 10-year maintenance plan (*for Sectional Title Schemes)
  • We enter negotiations to appoint certified and approved insurance contractors pertaining to maintenance requirements of the scheme and vet such contractors.
  • We assist in obtaining quotes accredited contractors for maintenance work to be carried out.
  • We assist in the appointment of plumbers for burst geysers in addition to attending to the claim process as well as any other related scheme claims.
  • Project Management … no problem … we facilitate the following processes:
  • Drafting and vetting of contracts
  • Implementation of contract controlling mechanisms
  • Issuing progress reports
  • Obtaining expert assessments
  • Issuing of compliance certificate(s) i.e. completion of work done in accordance with specifications
  • Negotiating and recording of guarantees and/or warranties
  • Publishing lists of approved contractors
  • Fulltime operations manager onsite if required by the scheme

Successful schemes management is about bringing the product / service to the attention of the right people in the right way at the right time. Our system is capable of providing:

SCHEME FINANCIAL MANAGEMENT:

  • General ledger & reporting for each level
  • Trial balance
  • Journals
  • Income statements
  • Budgets
  • VAT reports & income tax
  • Bank reconciliations

OPERATIONAL MANAGEMENT:

  • Owner & unit statements
  • Credit control & arrears management
  • Arrears notification
  • Clearance certificate requirements
  • Trustee information
  • Insurance
  • Electricity, water & other costs
  • Performance statistics
  • Important bank statements
  • Import electricity, water, gas & effluent batches from utilities
  • General client communications
  • Report packs
  • SMS functionality