Body Corporate and HOA Administrators
Portfolio management
The respective schemes managed by Omnia Property Management is allocated a dedicated Portfolio Manager as a point of entry and primary communication channel. Our Portfolio Managers have completed an extensive, practical, in-house developed Sectional Title Course underwritten by Tertius Maree and Senior Portfolio Managers have completed the UCT Sectional Title Scheme Management Course underwritten by Graham Paddock. The Portfolio Managers are supported by a team consisting of a personal assistant and work in close correlation with an in-house Financial Department. The team structure ensures that the appropriate specialist skills are applied to the management of your property and provides cover in the event of leave and training.
Accounting and financial services
- Updating accounting records i.e. general ledger and debtors system.
- Issuing of monthly levy accounts statements.
- Updating and reconciliation of bank account (cheque and fixed deposit).
- Payment of accounts in accordance with Trustee instructions.
- Payment of wages and relevant employee levies, on behalf of the Body Corporate.
- Collection of levies and other income for the Body Corporate.
- Organise and arrange to the annual audit.
- Periodical composition of management reports.
- Managing and handling of funds on fixed investment.
- Preparation of annual budget and levy schedule.
Insurance
- Negotiation of favourable premiums.
- Arranging of insurance cover.
- Support Trustees in determining insurance values.
- Submission and succession of insurance claims.
Repairs and maintenance
Negotiating with independent contractors in conjunction with Trustees.
The Trustees will be co-operative with the collection and presentation of the quotations.
Administrative and secretarial
- Assisting the Trustees with enforcing the rules of the Corporate Body.
- Inter action with the legal representative concerning collection of outstanding levies.
- Handling of telephonic queries.
- Written correspondence and issuing of newsletters (as collated by trustees).
- Supplying Levy Clearance Certificates for transfer of ownership.
- Arranging Annual General Meetings.
- Attendance of Annual General Meeting, recording and issuing of Minutes.
- Organising Trustee Meetings, recording and issuing of Minutes.
- Advise Trustees regarding General and Special Meetings, quorums, proxies and right to vote.
Newly established body corporates / home owners associations
- Issuing of monthly levy accounts/statements.
- Updating and reconciliation of bank accounts (cheque and fixed deposit).
- Payment of accounts in accordance with Trustee instructions.
- Payment of wages and relevant employee levies, on behalf of the Body Corporate.
- Collection of levies and other income for the Body Corporate.
- Arrange the annual audit.
- Periodical composition of management reports.
The services mentioned are only part of the total process of property management provided by Omnia Property Management Administrators. We are available at all times to provide you with the necessary support in ensuring maximum return on your investment.
Advisory services
Immediate advisory service regarding provisions of the Sectional Title Act and other relevant legislation
Human resources
- Direct (electronic) payment of salaries and wages to scheme employees
- Calculation and payment of UIF and P.A.Y.E. deductions for scheme employees
- Maintenance scheme staff records
Managed via third-party application software at a pre-determined fee per employee
Statutory roads
Maintenance of statutory records of the body corporate or home owners association including:
- Books of account
- Schedule 1 and 2 Rules and Regulations thereto
- Registered sectional title plans
- Register of bondholders and owners
- Completion and submission of provisional and annual tax returns (via auditors)
- Minute books
- Files and accounting records
- Employee and payroll records
Maintenance administration
Omnia Property Management offers dedicated maintenance administration. Omnia Property Management Offices have panels of approved contractors as maintenance partners: their workmanship and cost effectiveness has been positively tested from extensive prior experience. All contractors are compliant in terms of Health and Safety Act 85/1993.
Computer systems
Omnia Property Management utilises a specialised property management financial system that is integrated with our accounting and management system. Extensive development of this system is continuously undertaken to ensure that system reports and functionality is optimised to keep in line with current technology best practices.
Take-on assessment health check
On taking on of a scheme, a property management take-on specialist will be assigned to ensure a smooth transition to Omnia Property Management. The person concerned will perform a health check of the scheme to confirm that all the appropriate hand-over information is available and loaded, and that the management thereof is fully compliant with all the relevant regulations and legislation. After a smooth take-on has been achieved, a portfolio manager will be selected by the take-on specialist to continue with the ongoing management of the property. It is our experience that if the take-on of a property is thorough and effective, the ongoing success of the management service is assured.
The health check includes:
- Deeds Search to confirm that correct owners and their details are loaded
- Budget review, identification of risks and formulation of recommendations
- Performance to budget review (PTB), assessment of reserves and evaluation of variances
- Assessment of maintenance plans (where applicable)
- Assessment of insurance cover
- Assessment of fire fighting equipment and other relevant risk procedures (via regulatory body - scheme cost)
- Confirmation of Conduct Rules lodged with the Deeds Office
- Assessment of owner accounts, arrear levies and credit control effectiveness
- Assessment of compliance to relevant legislation
- Compilation of a report and action log to address identified gaps
Additional advisory and support services
- Recruitment of contractors and staff as required
- Drafting of Conduct Rules and amendments thereto
- Attendance at Special General Meetings
Site inspections - Issuing of monthly site reports including photographs
Omnia Property Management standard Property Management scope of services is flexible and may be conveniently customized to a particular schemes context, challenges and requirements.