EXPERT Property Management

By: Expert Property Management  11-11-2011
Keywords: Property Management, Financial Management, Expert Property Management

Levy Collection

Expert Property Management sends out levy statements to all of the owners and/or rental agents on a monthly basis. We have a dedicated accounts department with available professionals to resolve any issues that a customer may incur. The collection of levies and other charges due to the Body Corporate/Home Owners’ Association is processed on a weekly basis, giving sufficient time for the handling of outstanding debtors.

We will first make contact with the debtor, to try and negotiate a payment plan. If the debtor is still in default, then we will write one letter per month for a maximum of three months before we hand over the accounts to reputable debt collection attorneys, whereby we will provide monthly feedback reports on the action taken and the outcome thereof.


Financial Management

Our dedicated accounts department will, on a weekly basis, settle all accounts, so as to keep the business operations running smooth. We do offer the option of making payments without prior consent from the Board of Trustees, however, we do encourage a designated Trustee to approve all payments beforehand. This also includes payment of salaries and wages of staff employed by the Body Corporate/ Home Owners’ Association.

We also do the preparation and submission of monthly financial reports, including performance to budget, balance sheet, levy roll, customer age analysis, credit control reports, surplus report, investment account and bank statements. This monthly report can be sent to one, or all of the Trustees - thus giving a better picture of the financial state of the complex - allowing the Trustees to make decisions based on personal experience within the complex.

We also do the preparation of financial statements for annual audit, the preparation of the Annual Budget of Income and Expenditure, completion and submission of most statutory returns including UIF, PAYE but not limited to.

Proper management of the bank accounts on behalf of the Board of Trustees. This will include opening a bank account which allows the Board of Trustees direct viewing access to the statements. We will also always encourage opening investment accounts for surplus funding.


Insurance

Sourcing and negotiating an insurance policy that covers the replacement value of each scheme on behalf the Body Corporate/ Home Owners’ Association is of utmost importance.

We will also assist owners with claims relating to their individual units, but the process is mainly a direct one with the insurance company.

Upon request, we will appointment an insurance evaluator to ensure that the property is assessed in accordance with building costs and changes in the current market.


Administration and Secretarial Services

Preparation and circulation of notices for Annual General Meetings and regular Trustee meetings.

We will assist the Chairperson to compile an annual report required at the Annual General Meeting Arranging, attending and taking proper minutes for the Trustee / Directors’ meetings. Sending out of minutes within 14 days of the meetings to all relevant parties. Advising the Board of Trustees regarding General and Special Meetings, quorums, proxies and right to vote Sectional Title and Home Owners’ Association management advice. Maintenance of statutory and permanent records, i.e. filing and archiving. Handling of telephonic queries. Assisting the Board of Trustees with newsletters. Supplying Levy Clearance Certificates for transfer of ownership. We prefer to have some of the meetings on-site as this allows a better perspective on maintenance matters.


Maintenance Management


  • Management of all maintenance requirements and submission of quotes to the Board of Trustees.
  • Obtaining prior written approval for repairs and quoted price by Board of Trustees.
  • Allocating approved repair work to accepted sub-contractors.
  • Confirmation of completion of work to Board of Trustees

Additional Services

Expert Property Management has good working relationships with a number of reputable contractors such as cleaning services, garden services, security services, access control and letting. We also work closely with Blouberg Homes, one of the oldest Estate Agencies in the area - giving advise and help with sales, rentals and other related issues.

Keywords: Expert Property Management, Financial Management, Property Management

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