BACK OFFICE 

We are proud to provide a local professional and comprehensive service for Residents Management Companies in the Swindon area. We are well-respected locally by leaseholders and professionals in the property sector.

This reputation has been gained over many years and is as a result of concentrating on our core areas of expertise, local people, local agents, local tradesmen, local professionals and local property.

We have declined numerous requests to act as Block Management Agents for leaseholders who are not in our local area. This is because we believe that to offer a professional service we can only do so if we are local. For instance, it is uneconomic to send our contractors to attend to maintenance issues many miles away or for our staff to undertake regular remote site inspections.

We do however, team up with Residents Management Companies and property agents all over the country to bring together their local experience and expertise and our leasehold property and accounting knowledge to provide a cohesive professional service to leaseholders.

We take care of the Back Office accounting and administration and the RMC or property agent handles Front Office local site issues such as maintenance and leaseholder issues.

The only difference that leaseholders notice with our Back Office service is that they have a choice of two telephone numbers and email addresses for contact purposes. One for accounts/ administration and one for maintenance.

Our service includes:

Lease Assignments

We will provide all documentation for the exchange of documents required for a lease assignment carried out by solicitors acting for the purchaser and vendor of leasehold property (or freehold buildings with the benefit of leasehold land) and the Manager of the property.

Service Charges & Ground Rent Demands

We will issue Ground Rent demands, Service Charge demands & Administration Charges.

Collection of Debts

We will deal with the collection of monies due from leaseholders including issuing reminders, final notices and if necessary, County Court Summons.

Accounting Records

We will maintain accounting records, service charge payment records and dedicated client bank account details and payment of contractors invoices and other expenditure. We will prepare agreed annual budgets and forward forecasts including sinking funds and reserve accounts.

Insurance

We will arrange buildings insurance and directors and officers insurance and dealing with  any insurance claims which arise. We will also provide details of all insurance cover to leaseholders.

Company Secretarial

We will fill the role of Company Secretary for the Residents Management Company and maintain records and statutory registers of members, shareholders and directors. We will issue all member and/or shareholder certificates and complete and submit Annual Returns to Companies House.

Website

All sites will be provided with a dedicated website which will include copies of insurance documents, annual accounts, expenditure year to date, expenditure forecasts, correspondence, notices and other useful information.

We will work together to provide:

Miscellanous

We will be responsible for risk management and health and safety generally at the client property, and compliance with fire, electrical and asbestos safety requirements in the common parts.

Site Maintenance

Together, we will work together on an annual review of a forward maintenance programme. We will review Contractors’ public liability insurance cover and deal with the specification, tendering, running and supervision of larger maintenance and repair contracts where Section 20 Notices are required. We will ensure we meet the requirements of the 2010 Equality Act with relation to common parts.

Correspondence & Meetings

We will maintain leaseholder contact details and correspondence with leaseholders. We will call, chair (if required) and prepare the minutes of Annual General Meetings (AGMs) of the Residents Management Company. We will issue notices in respect of breaches of lease.

Local agent/Residents Management Company will be responsible for:

Site Maintenance

You will be responsible for conducting regular site inspections which inform the preparation of and annual review of a forward maintenance programme. You will organise all contract cleaning, gardening and minor or reactive maintenance and repair of structure and common areas including grounds.

Miscellanous

You will be responsible for dealing with disputes and complaints from or between leaseholders