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Property, Building, Strata – Which Manager?

If you own a property in a Strata building, or if you are a tenant in one, the chances are you will have dealt with three types of management attending to different aspects of strata living.

The three types are:

  • Property Management essentially managing the relationship between tenants and their landlords.
  • Building Management responsible for looking after maintenance and upkeep the common areas of the building.
  • Strata Managementalso has their attention on the common property but is about the managing administrative and legal obligations.

Let’s take a look in detail at the responsibilities of each of the types of management.

Property Management

Generally, you will find Property Managers in a Real Estate Agency – they appointed by the owner of the property and therefore largely work in the interests of the owner. However, they also have obligations to tenant. Their responsibilities include:

  • Conducting “open house” inspections for vacant premises.
  • Receiving applications from prospective tenants and managing the leasing agreement.
  • Managing the collection of rent.
  • Maintaining access to the property – sets of keys etc.
  • Acting as the conduit between owner and tenant.
  • Managing the repairs and maintenance of the owner’s property (not the common areas).
  • Managing the termination of any lease agreements.

Building Management

Building Managers may often be called Facilities Managers, perhaps even Caretaker. Their levels of authority and responsibility covers the maintenance and upkeep of the Common Property. Building Managers may be appointed by the Owner’s Corporation, Body Corporate or the Strata Manager.

Their responsibilities include:

  • Arranging for repairs and maintenance work to be carried out on Common Property.
  • Manage the preventative maintenance schedule,
  • Engaging contractors and services, issuing instructions for work and signing-off payments.
  • Keeping records of expenditure on authorised services and contract work.
  • Ensuring all documents &b records related to contractors and service providers are supplied, inspected and stored when appropriate. eg insurance currency certificates, licences etc.
  • Regular site inspections of Common Property.
  • Ensuring all building compliance and safety regulations are maintained and certifications are held. Particular attention for areas/equipment like swimming pools, lifts, gyms, fire systems.
  • Ensuring all notices and communications for residents / owners are delivered or posted in accordance with agreed protocols.
  • Identify any breaches of regulations, rules, laws or by-laws and escalate when necessary.
  • Manage the asset register.
  • Maintaining a register of keys and other access devices for Common Property.
  • Coordinate residents’ and removalists when they are moving into – or out of – premises.
  • Act as a communications channel between residents/owners and the Strata Manager.

Strata Management

Strata Management is all about ensuring the strata property is compliant with all its legislative obligations. Strata Managers are appointed by the Owners’ Corporation or the Body Corporate.

Their responsibilities are for the Common Property areas and include:

  • Maintaining records: strata roll, building and other reports, correspondence, meeting minutes.
  • Managing committee meetings and the Annual General Meeting.
  • Preparing the annual budget.
  • Preparing and distributing meeting schedules, agendas and minutes.
  • Preparing and delivering strata levy notices.
  • Making payments for services provided to the Owners’ Corporation.
  • Acting as guardian for the by-laws and resolving or mediating any breaches or disputes.