Property Management

Preparation of the annual service charge budget which involves reviewing all of the buildings and estates annual expenses. Each and every year we will carry out a review and look to make savings in costs where this is possible.

Issuing invoices for service charges.

Service charge debt control.  We chase all service charges 1 month after the charges are due.  Our service includes liaison with the leaseholder’s mortgage company and debt recovery agencies.  We do not charge you any additional fees for this but will charge the leaseholder in arrears administration charges to cover our time spent dealing with the collection of their arrears.   

Set up of a new Barclays Bank client’s premium bank account to hold just your estates funds for service charge collection and payment of day-to-day expenditure, within our agreed expenditure authority limit.  We have arranged free banking for all our clients with Barclays Bank.         

Organising and management of cleaning, gardening contracts etc. and all other relevant standard maintenance contracts.                                                                                                                                        

Obtaining quotations for day to day maintenance and repairs and maintenance contracts. 

Arranging for contractors to deal with day to day maintenance and repairs and checking these once completed.                                                                                                                                                   

If we are appointed as your Company Secretary we can also organise and manage insurance policies and insurance claims for your buildings.                                                                                              

Arranging building or estate revaluations for insurance purposes.  We will normally arrange these every 3 years in accordance with advice from The Royal Institute of Chartered Surveyor’s, so that your buildings are always adequately insured.  The cost of the valuation will be charged to you.      

To produce a forecast of estimated major expenditure likely to be required over the next 5-10 years, so you can consider building up a reserve fund with sufficient funds to cover these costs.  Any adjustments to the service charge/reserve fund contributions will be agreed with you first.                                                                                                                                                                             

Maintaining a record of all income and expenditure and arrears, and providing a fully itemised statement to you as and when required.                                                                                                          

Arranging for independent accountants to prepare and file the annual service charge accounts (accountants fees will be charged to you).  They will also be able to carry out audits as required.       

Quarterly status reporting to clients on finance, maintenance, legal matters and significant lessee communications. 

Monthly site visits to inspect the buildings and estate.                                                                                    

Dealing with Health & Safety legislation compliance.  We use an independent risk assessment company to carry out a risk assessment.  The cost of the risk assessment reports will be charged to you.                                                                                                                                                                                

Dealing with all general management issues on behalf of the Leaseholders, and being the day to day contact for all the Leaseholders to report and discuss any issues and maintenance.                             

Attending meetings and AGM’s with you in the evening if preferred.                                                                 

Controlling communal utility accounts. We use a professional utility management company at no cost to you, to annually analyse our clients' energy bills and obtain quotations from the major energy suppliers to ensure that you are always paying the most competitive rate for your communal gas and electricity supplies.                                                                                                             

We also provide our own in-house 24/7 emergency service, to deal with any urgent maintenance problems, which may occur outside of normal working hours.  If you have a leak, flood or fire at any time even 3am, you will be able to contact us so we can deal with your emergency and help to minimise damage to your buildings.