Our Services
Communication
Excellent communication is vital for providing a great Property Management service. Therefore, we take pride in who we employ and trust with our client network. Property Managers are encouraged to keep in regular communication with their clients whether over the phone, via email, a face-to-face meeting or online video calls. We match a dedicated Property Manager to every site that we manage and we do not adopt a call centre approach, which means always having just one person to call for all queries.
We attend a set number of annual meetings, such as general meetings, Director’s meetings, residents meetings etc to suit your site. We use meetings to communicate with everyone and share updates / changes. Not every site that we manage is the same therefore we tailor fit our agreements and service levels to suit our clients.
We also use modern software as another great way to add a layer of communication to our service and use “Dwellant” (www.dwellant.com) to do this. Every development is given a Dwellant portal that is specific to their site and includes site documents, site details, lease / TP1 clauses, insurance details, an electronic noticeboard, instant messaging and updates etc. Each owner is given their own individual login to view the development portal, view their service charge statement, make payments, report issues, request information and add notices to other owners in confidence. Directors can also access the development financial reports in real time and whenever they need them!
Financial Management
We believe that transparency with clients and accuracy are essential for good financial management. Therefore, with the use of modern software and banking technology we are able to give our clients 24 hour access to their expenditure report, budget breakdown, arrears report, banking movements and a financial summary. The dedicated Property Manager will ensure they are regularly aware of the developments financial position and inform the client accordingly. Before the end of the financial year a new budget will be produced, discussed and agreed with the client and then communicated to all owners.
All client service charge accounts are held separately in their own Trustee Account in the name of the management company. Client monies are ring-fenced in compliance with the Landlord & Tenant Act 1987, ARMA and RICS guidelines.
We have a team of service charge professionals who issue all the service charge demands in accordance with the legally prescribed information. We collect service charges, chase arrears, pay invoices and manage each client account. We will also prepare information for the end of year accounts packs to enable the final audit by specialist leasehold accountant’s firms.
Compliance
With multiple changes and new legislation happening to our industry every day we are fully aware that compliance for residential developments can become a minefield. As such our staff are regularly trained and updated via IRPM (www.irpm.org.uk) and ARMA (www.arma.org.uk) to ensure we give our clients the most up to date advice.
We inform and advise each client as to their responsibility for the health and safety, fire risk, asbestos management, electrical and gas safety, engineering maintenance such as lifts, gates, pumps and general maintenance of their development. We then arrange all the necessary reports and works required to ensure our clients are kept safe and legal.
We offer Company Secretarial services where required to maintain the statutory registers, locate the registered office, maintain the records within bespoke data management systems, ensure that the statutory forms are filed promptly, custody and use of the company seal, manage the IT associated support for PC Share Register and the internet link to Companies House, file the Confirmation Statement, administration of director changes, issue share/membership certificates and dealing with the Company Requirements for Freehold Share Purchases.
We also look to provide our clients with the best possible annual insurance premiums. We ensure we provide our team of trusted Brokers with all the relevant cover details so that they can supply a range of quotes. These include policies for buildings insurance, public liability insurance, employment liability insurance, directors and officers insurance, terrorism cover, engineering insurance and much more.
Maintenance
Maintenance is a core function of our service and we take it seriously. We do not use any in-house labour as we prefer using independent, local contractors to avoid any conflict of interest. Works are monitored on a regular basis and we insist on competitive tendering throughout the trades. We have a Contractor Approval System which ensures that the people we use are qualified, insured, competent and have all relevant working practices in place. We are always happy to work with contractors who come recommended and will safeguard our clients by checking their credentials first.
We attend a set number of annual inspections and every inspection will include a visit onsite from the dedicated Property Manager with a follow up report and photos. Inspections are a very important part of management as they help to identify any necessary maintenance or updates that need to take place. They can also help to avoid problems occurring in the future.
We like to encourage our clients to plan for future works to their developments and incorporate reasonable funding within their budgets to do this via a Planned Preventative Maintenance schedule (PPM).
Major works can often be stressful for clients; but with the right budget in place, maintenance advise and a knowledgeable Managing Agent the process will be far easier.
We arrange major works for our clients such as roof and window replacements / repairs, external and internal redecoration projects, plant and machinery replacements, re-surfacing works etc. These often fall within the limits of statutory consultation under Section 20 of the Landlord and Tenant Act and as such we can facilitate the notices and / or act a project manager. We bring expert surveyors and project leads who can provide accurate reports to ensure that works are done correctly, in a timely manner and on budget.