Our services

Setting up the administration: transfer/entry of the owner and supplier data, information letter to all owners, notification of the change of administrator to all contractual partners, setting up the property data and the accounting accounts in the administrator's IT system, obtaining and setting up SEPA direct debit mandates.

Familiarization with the declaration of division/community regulations, review of resolutions passed prior to the takeover of management, review of existing service and supply contracts for completeness and cost-effectiveness, review of the scope of insurance cover, procurement of missing but necessary management documents, initial inspection of the residential complex to determine necessary maintenance and traffic safety measures.

Ordinary annual owners' meeting

• Formulation of the invitation and agenda
• Sending the invitation documents to all co-owners including attachments
• Additions to the agenda for owner motions that are only submitted after the meeting has already been convened
• Conducting the meeting, including chairing the meeting during office hours
• Immediate preparation of the minutes in the form of a record of the results and submission to the authorized signatories and dispatch to all co-owners after signing
• Keeping the collection of resolutions

Online participation in owners' meetings

• Preparation and holding of owners' meetings with online participation of condominium owners at no cost to the software

Management of the common funds by maintaining the bank accounts in the name of the community of owners

• Making payments on time
• Factual and mathematical checking of incoming invoices
• Checking and accounting for janitor and special funds (e.g. for communal laundry facilities)
• Monitoring the receipt of payments from individual owners and other debtors of the community of owners
• Preparation of reminder letters in the event of default by owners with payment obligations to the community of owners
  Business plan / annual accounts
• Preparation of the overall and individual business plan (Section 28 (1) WEG) and dispatch to all co-owners
• Preparation of the overall and individual accounts (Section 28 (2) WEG) and dispatch to all co-owners
• Accounting and ongoing settlement of additional reserves (over and above the maintenance reserve)
• Accounting setup and ongoing settlement of accounting groups resulting from resolutions pursuant to Section 21 WEG on the differentiated bearing of costs for structural changes
• Collection of the house money amounts (advances and additional payments) resulting from the respective individual management plan/individual statement of account on the respective due date by SEPA direct debit procedure
• If not participating in the SEPA direct debit procedure: Booking of incoming house allowance amounts
• Preparation of a property report (Section 28 (4) WEG) and dispatch to all co-owners
• Keeping the accounting documents available for inspection
• Implementation of resolutions to levy special levies (calculation, request, payment monitoring and settlement)

• Establishment and ongoing maintenance of all owner data
• Orderly storage of the master administrative documents (notarial deeds, declaration of division/division plan, minutes of meetings, locking plans, judgments) in original/paper form
• Orderly storage of other administrative documents (in particular accounts and business plans, invoice receipts, bank account statements, correspondence with owners and third parties, tenders, etc.) during the statutory retention periods or until the owners decide on their further storage in digital form
• Processing changes of ownership
• Hiring, monitoring and terminating staff for the community of owners (e.g. janitors, house cleaners)
• Conclusion and termination of supply and disposal, maintenance and other service contracts, insurance contracts and contracts for consumption-based billing of heating, hot water and cold water costs, including the necessary equipment
• Letting of communal areas (as parking spaces, janitor's apartments, storage rooms, advertising space or for other uses) including rent collection and ongoing rental management

(commercial support, no construction advice)
Ongoing maintenance measures (decision-making powers of the administrator must be discussed and decided at the owners' meeting)

• Obtaining cost estimates
• Awarding of contracts
• Organization and coordination of the execution of the work
• Commercial auditing

Processing warranty claims

• Processing reports of defects in common property, reporting defects to the party liable under warranty, assisting with prosecution

Supporting the management advisory board (if available)

• Preparing proposals for decisions and obtaining the opinion of the management advisory board
• Assisting with the audit of the business plan and annual accounts