Scope of Work
What We Offer
Our team of professionals will employ their in-depth knowledge and experience in property management to provide the following services:
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01. Strata Management Services
We provide common area management services to the JMB/MC of strata-titled commercial and residential properties (retail malls, industrial and office complexes, mixed developments and condominiums). The scope of services provided can be categorized into:
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Administrative and Secretarial Functions
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Accounting and Finance Functions
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Property Management Functions
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Pre and Post-T.O.P (Time of Purchase) Services
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02. Consultancy Services
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Administrative and Secretarial Functions
01. Strata Management Services
Administrative and Secretarial Functions
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Advise the JMB/MC on matters relating to the administration of the Property particularly on the Building Maintenance & Strata Management Act 2013 (ACT 757) and the relevant Regulations.
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Comply with the requirements of the laws relating to the property.
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Assist the JMB/MC in upholding the Rules and Regulations and providing recommendations to the JMB/MC for improvements.
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Keep the JMB/MC informed on all matters regarding the maintenance and management of the property and any changes in related regulations. Provide recommendations to the JMB/MC for the improvement of the Property.
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Attend promptly to all correspondence, statutory notifications, and inquiries on behalf of the JMB/MC.
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Arrange and take out adequate insurance against fire and third-party liability and any other risks as directed by the JMB/MC.
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Arrange all Management Meetings and record and circulate minutes of the meetings whenever required. The frequency of such meetings shall be determined by the JMB/MC.
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Liaise with contractors, solicitors, auditors and relevant government authorities, etc.
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Attend to all complaints, queries, and suggestions on all maintenance matters. Proper records will be kept of the complaints etc.
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Apply for all necessary government licenses, certificates or approvals including statutory inspection certificates regarding lifts, firefighting equipment, pumps, generators, swimming pools, etc.
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Ensure that all applicable laws and regulations, rules, or by-laws including the current Building Control Act, and the Building Maintenance & Strata Management Act are complied with.
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Ensure that documents, records and architectural, structural and M & E drawings are properly kept and maintained.
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Keep and maintain all statutory books as required by law.
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Attend to the drafting and preparation of all legal contracts and agreements by the lawyers of the JMB/MC.
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Assist the JMB/MC in convening and preparing Annual General Meetings (AGM) or Extraordinary General Meetings (EGM) including their notices and reports and submit the relevant documents to the authorities within the specified time following the AGM/EGM.
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Arrange for the selection and recruitment of supporting staff as required.
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Ensure the confidentiality of sensitive documents and not entrust the copying of said documents to outside parties.
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Establish and oversee the implementation of a set of procedures for dealing with specific emergencies such as fire and floods.
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Provide and submit all necessary statistics and returns to Government bodies and/or statutory boards as required by law and/or requested by the relevant bodies/boards.
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Prepare or arrange for the preparation of specifications and documents for the calling of tenders or quotations for such works as may be required on the common property.
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Evaluate the tenders or quotations and thereafter to advise on the selection and appointment of service contractors and such other specialist contractors as may be required by the JMB/MC. In such advice and evaluation, the Managing Agent must declare his vested interest, if any, in any of the contractors.
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On the direction of the JMB/MC, prepare or arrange for the preparation of specifications and documents for the calling of tenders for the repainting and redecoration of the said Property or such other works as may be required on the common property and to advise and assist the JMB/MC in the selection of contractors, sub-contractors and specialists and the programming of such repairs/replacements. Where necessary, consultants such as Architects, Engineers, Quantity Surveyors and specialists may be appointed where such scope of work is beyond the Managing Agent’s expertise. The fees of these consultants shall be borne by the JMB/MC.
Accounting and Finance Functions
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Invoice and collect all contributions levied and follow up to ensure prompt payments.
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Keep accounting records and produce a monthly profit and loss statement and balance sheet.
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Keep a petty cash float as approved by JMB/MC and maintain record of transactions.
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Exercise control and advise JMB/MC on expenditure to ensure that it is within the approved budget.
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Check and certify invoices for payment for contracts awarded.
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Submit statistical returns to government and statutory bodies.
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Prepare annual maintenance budget for approval.
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Liaise with auditors for annual auditing of accounts.
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Liaise with JMB/MC’s lawyers in the recovery of arrears in maintenance and/or any other levies due.
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Prepare and submit tax returns to the Inland Revenue Department.
Property Management Functions
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Supervise contractors and employees to ensure that work schedules are carried out in accordance with the maintenance program and contracts are executed in accordance with the specifications.
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Conduct regular inspections of the property to ensure that the vital installations, facilities, equipment and the property are clean, maintained and serviced.
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Advise and evaluate quotations, tenders, selection, and appointment of contractors.
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Supervise security personnel to ensure that they perform their duties as laid out in the standing order.
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Make recommendations on the improvement of the common property.
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Take necessary steps to abate any nuisance caused by occupiers or visitors.
Pre and Post T.O.P Services
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Prepare Handbook for the development.
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Submission to Building Control Authority for the purpose of obtaining approval on an amount of maintenance charges based on per share value per month.
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Prepare handover kits to be provided to each purchaser for the development.
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Where required as an option, assist in the handing over of the units to the individual purchasers upon TOP (cost for additional staff required shall be borne by the JMB/MC).
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Coordinate with the purchasers on the defects found within the units and acts as a liaison between the Developer/Main Contractor and the individual purchasers during the defect rectification process.
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Coordinate with the Main Contractor to rectify defective works found in the common area of the development.
02. Consultancy Services
Administrative and Secretarial Functions
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Provide consultancy services on strata management to management corporations who do not have the services of a managing agent. Such services will include advice on strata laws applicable in the management of the common areas, as well as on the duties and responsibilities of the council in discharging their functions, etc. Where necessary, our consultant will attend meetings with the council to provide advice on issues relating to the Building Maintenance & Strata Management Act.
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Our consultancy services are also offered to developers to assist them in their new developments to meet their pre-T.O.P. requirements. Services in this aspect will include preparing and submitting the maintenance fund budget to the Commissioner of Buildings for their approval. Other services will include preparing the Residents’ Handbooks (applicable to residential developments) or the Fitting-Out Guide (applicable to commercial developments).
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Provide feasibility studies on the conversion of a single-tier to a two-tier management corporation scheme for mixed developments, ranging from an appraisal of the advantages of the conversion, the challenges involved, and the process of conversion, etc.