A Condominium is a building or complex in which units of property, such as apartments, are owned by individuals and common parts of the property, such as the grounds and building structure, are owned jointly by the unit owners. The preventive, remedial as well as on call maintenance are vital for the proper running of ‘the property’. It is in your interests’ as residents that ‘the property’ is cared for at all times and that a professional manager is appointed to ensure that the block is highly maintained.
The role of an administrator is to address the day to day operations of the common areas and strive to enhance the owner’s investment, maximize profitability and ultimately increase the common benefits of the condominium complex. Once appointed and registered at the Land Registry, the Administrator shall hold office for a period of two years unless otherwise stated and agreed upon at the General Meeting.
The duties of the Administrator are as follows:
- Register the Condominium as an association with the Land Registry
- Affix a notice board in the common entrance displaying all relevant contact details
- Keep a register containing details of owners, minutes of meetings and correspondences
- Provide general day-to-day maintenance and administration
- 24/7 Emergency assistance
- Conduct routine property inspections
- Design and implement preventative maintenance procedures
- Supervise staff and contractors
- Collect maintenance contributions and deposit funds into designated bank accounts
- Acquire quotations from tradesmen and suppliers
- Prepare and organise annual general meetings including circulation of AGM minutes
- Prepare annual budgets and financial statements
- Keep track of records, bills and invoices and make all relevant payments
- Keep track of complaints and following up
- Conduct regular and ongoing meetings with administrative committees if the need arises
- Prepare work in progress reports
- Keep close liaison with professionals such as lawyers, accountants and insurance experts.