Once appointed, MC Borrajeiro Managing Agents will ensure the smooth takeover of the complex from the previous managing agents and will arrange collection and storage of all necessary documentation.
Our services include accounting, secretarial and property managing duties associated with your Body Corporate. These services include the following:
ACCOUNTING
We use Pastel Accounting as our accounting package.
The processing of financial records in accordance with accounting practices – up to balance sheet level.
The production of a set of monthly management accounts which include, balance sheet; income statement with budget comparisons; creditor and debtor age analysis, and a bank reconciliation.
The collection of levies, as well as the collection of any arrears, as per the Body Corporate collection policy and the follow up on any legal action. See Insurance.
Management of the complex bank account. Each complex is requested to open an individual bank account (we will assist where required), which we will co-sign with one of the Trustees on the account. All EFT payments will be affected by one of our senior staff with permission from The Trustees.
Payment of all creditors and wages except where the Trustees wish to undertake this task themselves.
Preparation and arranging of audit and submission of Tax Returns with the relevant appointed Auditor.
INSURANCE
Attending to all matters relating to the Body Corporate Insurance, including submission and management of insurance claims on behalf of the complex.
Should you wish, we can arrange for your levies to be guaranteed via an insurance policy.
SECRETARIAL
Arranging and attending to the Annual and Special General Meetings and the recording & distribution of minutes for such meetings. One per year, included in management fee.
Attendance of Trustee Meetings when required. We will attend four Trustee meetings per annum included in our monthly fee. Extra meetings will be at an additional cost.
- Preparation and dispatch of letters, notices and circulars for the complex.
- Preparation and issuing of Clearance Certificates.
- Sectional Title and Homeowners management advice.
Maintenance and storage of statutory and permanent records, including but not limited to audited financial statements, bank statements etc. We store all archived documentation with a professional storage company off-site, cost of which is included in our management fee.
MAINTENANCE
Over the years we have built up an excellent working relationship with various reliable and respectable contractors – electricians, plumbers, general handymen, security services, garden services, insurance brokers to name but a few, and all at reasonable prices.
We assist with the engagement of contractors when requested to do so, and assist the Trustees in negotiating costs with contractors. We shall provide three quotations for maintenance work when requested by the Trustees. Please note the day to day maintenance must be reported to us in order for us to contact the relevant maintenance contractors.
Payment of maintenance work once completed and on Trustees approval.
We also assist in purchasing goods such as pool chemicals and light bulbs on behalf of the complex.
STAFF
We outsource to a labour broker firm for all complex-employed staff at a nominal fee to the complex. We also attend to any staff matters including the submission of Statutory Tax Returns. However, the day to day management and overseeing of complex employed staff will be the Trustees’ responsibility.
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MUNICIPAL
We assist with municipal issues, such as reporting faults, estimations of billing and outsource to registered companies to assist with any disputes with the council were required.