Our Services

Our fee reflects the comprehensive range of services we provide to ensure efficient and effective management of your strata company. We take pride in our commitment to delivering exceptional administrative support, including organising meetings, meticulously managing financials, issuing levies, facilitating open communication with owners, securing insurance coverage, processing claims, handling contractor & supplier payments, and coordinating essential maintenance tasks such as gardening, cleaning, lift maintenance and backflow device testing.

Our role is to act as a dedicated partner, supporting the strata company and its owners in accordance with the strata legislation. We value the active engagement and expertise of owners, as their involvement and guidance are essential for us to effectively manage and maintain their valuable property.

It’s important to note that the responsibility for setting and paying levies lies with the strata company (the collective owners), and we are here to facilitate this process seamlessly. Our goal is to provide a hassle-free experience, allowing you to focus on enjoying your property while we handle the administrative complexities.

Financial

1. Establish and maintain the required ADI Trust bank account(s)
2. Issue levy notices for Admin Fund; Sinking / Reserve Fund and Special Levies (as approved at General Meeting’s).
3. Pay creditors invoices on behalf of the Strata Company
4. Pay disbursements and expenses incurred in connection with the Strata Manager’s management
5. Provide annual statutory reconciled accounts including balance sheet, statement of income and expenditure and contribution status report
6. Assist with preparation of administrative fund budget
7. Assist with preparation of reserve fund budget
8. Record money received and deposited for the Strata Company

All Admin

Meetings

1. Distribute notices of Annual General Meetings by email
2. Prepare and distribute minutes of Annual General Meetings by email & portal.
3. Set up and manage ZOOM [Virtual platform] for meetings (cost of venue to be borne by Strata Company) or meetings at the Strata Managers office or another venue.

Insurance

1. Arrange insurance valuation as directed by a duly convened general meeting.
2. Assist with routine claims setting a time limit of either 2 hours per annum; or 15 minutes per claim (up to 8 claims in the 1 financial year).

By-laws

Answer general queries in relation to the By-laws and Management Statement

Other

1. Assist with afterhours emergency telephone service for emergencies setting a time limit of 15 minutes per report.
2. Assist with annual maintenance requirements to common property as directed by the Council of Owners; refer to Addendum A for definition of Agreed Services vs Additional Services
3. All additional services are dependent on available resources at time of request. Please note a request for additional services may be declined.

Scope Of Work

Our standard scope of works includes routine maintenance and repairs which are broken down further in the management contract – refer page 12; however we are happy to assist with larger projects and some of the projects we’ve assisted with include; Painting, Installation of Security Systems (Intercoms, CCTV, replacement security gates and doors); Fencing Upgrades; Replacement of Roof and or Roof Renovations; Replacement of gutters and downpipes; Landscaping – just to name a few! If you want your Strata Manager to assist, we are happy to, but this comes under Special Services, as does attendance for any court related issues. Special Services are noted in Schedule B in our contract.

An overview of our Management Contract

Collection of Strata Company levies and other outstanding receipts.
Disbursements as necessary or as directed by the Council of Owners.
Keeping accurate financial records and accounting to the Council of Owners by periodical statements. Southern Strata Services has a state of the art software package that can provide both cash reports and / or accrual reports to best suit the client.
Management of a separate bank account; we do not pool together multiple clients funds.
Provision of Lot Owners individual portal access for keeping track of their levy payments and receipts and supply of general documentation such as Insurance / Minutes / Bylaws.
Dealing with general correspondence
Arranging routine maintenance
Enforcing / addressing bylaws; notification of non – compliance of bylaws to residents, agents, owners.
Irregular site visits

Dealing with declarations or certificates in respect to the sale and transfer of strata properties.
Collating records for tax returns (if required) – to be presented to tax agents [tax agent at Strata Company’s cost].
The keeping of records, keys, remotes and the Common Seal
Arrangements of meetings including preparation of notices, agendas and proxy forms.
Generating Annual Budgets.
Keeping of minutes.
Arrangement of insurance and attendance to claims unless broker involved.
Calculating and invoicing Gas & Electricity Submeters charged on the separate invoices, therefore each owner, or tenant is actually paying this charge rather than the Strata Company.

This office holds a Professional Indemnity insurance policy – which is required when undertaking a management portfolio. With regards to paying strata levies, this office has the following payment methods; Bpay, Australia Post, Cheque, Direct Transfer & Credit Card payments via telephone.

Get in touch today with our friendly team of Strata professionals…