With over 50 years of combined industry experience, we provide comprehensive sectional title and homeowners association management services focused on exceptional property management service levels to our clients. This successful track record has not only provided us with the experience, but also with tailor-made systems, processes, and relationships to help the Directors / Trustees of body corporate and homeowners associations manage their complexes more effectively. We pride ourselves in the technology we have implemented that enables us to become more efficient and deliver more value to our clients. The team at EZI Properties understands what it takes to ensure the successful management of a complex estate, our solutions are meticulously developed to assist the Directors / Trustees in complete and seamless management. Our cloud-based system allows owners and Directors / Trustees to view a vast mine of information regarding their complex/estate. Owners can view levy statements, conduct rules, meeting notices & minutes and so much more. Trustees and Directors can also view pertinent financial information, bank account balances, warnings and penalties, reporting dashboards, compliance, meeting minutes, decisions and so much more.
Our Sectional Title and Homeowners Association Management Services:
Our property management approach is based on three simple principles that make levy calculation simple, providing sufficient levy income to cover all the necessary and forecasted expenses.
This provides the critical success factors for a well-managed complex/estate where stable and consistent cash flow is required to meet the maintenance demands.
What makes us stand out?
From a Director / Trustee’s perspective, we provide the following access via our systems to assist you in the successful management of your complex/estate. This is the actual functionality that you will be able to use on our system:
- Community planner - Calendar and cloud-based storage where you can store documents from every meeting or event as they happen. This also becomes the first page of the monthly business plan report.
- Jobs or tasks - Director / Trustee or Property Manager can log certain tasks, delicate these tasks, and follow the progress in real-time. These can be any maintenance, insurance claims, or actionable tasks from meetings that need to be tracked.
- Warnings and penalties - dashboard to view all warnings and penalties issued to owners of the community that break the rules.
- Transfers - the fiduciary responsibilities of Directors / Trustees are often overlooked to ensure that the expected property value growth is maintained. This module in our system records the selling price of each unit to track if property values are increasing or decreasing.
- Payment authorizations - no longer a need to sign invoices for approval, the relevant Director / Trustee will review invoices online and approve payments accordingly with a completely transparent record of all decisions made to protect all parties involved. This also assists the auditors in the auditing process.
- Actual vs Budget - one of the most important aspects to monitor as a Director / Trustee is to ensure that you manage the finances according to the directive given to you by the owners at the AGM.
- Trial balance - here you will be able to view the income and balance sheet accounts.
- Detailed general ledger - a detailed breakdown of all the income and expenses and transactions booked against these accounts.
- Customer age analysis - we all know that cash is king, and in this module, you will be able to see who the late payers are and also the actions taken to recover the outstanding amounts.
- Detailed customer ledger - a detailed breakdown of each individual customer account.
- Customer statements - the ability to pull any customer statement at any time.
- Communications - you are able to easily communicate with owners via email or sms, copies of each and every email and sms sent are also recorded to avoid any issues down the line.
- Documents - all of the most important documents pertaining to the management of your community are uploaded here for example the body corporate rules, insurance schedules, minutes of meetings, and financial statements.
- Business plan report - monthly report that acts as a summary of everything that has happened over the past month and will be sent to you by your property manager on a monthly basis.
- Business and compliance reports - easily created from our system. With complete transparency, the old issues of distrusting your Directors / Trustees are easily restored to faithful trust relationships.
Our aim is to provide you with a simple, intuitive supporting tool to ensure the successful management of your complex/estate.
Scope of our service offering:
The EZI Properties sectional title and homeowners management service covers the following scope which can be tailored to specific building circumstances and requirements:
Financial management and reporting:
- Preparation of annual budget
- Levy schedule
- Expense payments (creditors including municipal, salaries, and wages)
- Monthly management accounts
- Monthly management reports (business plan report)
- Annual audit file preparation
- Support auditors to issue annual financial statements
- Surplus funds investment
- Collect and pay CSOS levies and submit reports
- Payroll system and statutory payments
Monthly billing and levy collections:
- Issue of monthly levy statements
- Collection of levies
- Debt management and collection via a panel of attorneys
Administrative services:
- Preparation and distribution of AGM notices
- Arranging, attending, and taking minutes for trustee meetings
- Assist with drafting and distribution of correspondence between owners, service providers, and Directors / Trustees
- Issue clearance figures and certificates
- Access to the property management portal
- Archive records
- Training of Directors / Trustees
Insurance:
- Obtain comparative quotes for suitable insurance cover
- Advise on optional extras such as excess waivers and shortfall cover
- Claims administration
- Assist with suitable quotes for insurance claims
Maintenance and repairs:
- Annual maintenance inspections
- Develop a maintenance plan for your specific complex/estate
- Advise on specific maintenance and repairs
- Advise on quotes obtained for maintenance and repairs
- Advise on suitable maintenance and building contractors
- Liaising with maintenance and building contractors
- Instruction to maintenance and building contractors to proceed with work after approval by Directors / Trustees
- Final inspection of maintenance or repair work completed before payment is made.
In order to promote good governance and to establish long-lasting relationships with Directors / Trustees of sectional title complexes and homeowner associations, we start each new complex/estate by performing a detailed “health-check” to identify any legal compliance gaps.
Value-added services:
ESTATE MANAGEMENT SERVICES -
- Facility management services
- Project management of contractors
- Managing estate staff
- Building site inspections and adherence to building requirements
- Enforcement of estate rules
RESIDENTIAL LETTING -
- Tenant screening
- Tenant placement
- Tenant management
CARETAKER SERVICES -
- Caretaker screening, placement, and management
- Managing gardeners, cleaners, security guards, and on-site contractors
- Suitable where full facility management is not possible or smaller complexes
- Managing consumables required for maintenance and repairs
Your one-stop PROPERTY management solution
Please contact Hendriette Couvaris at 063 412 8259 or email her at pfm3@eziproperties.co.za for any questions, advice, or support you may require.
Let us take the hassle out of property management for you, contact us today for an affordable quotation.