Services

We have a professional approach to estate management and have created a culture of continually developing and improving our services to estates and property owners. 

We offer an online management facility. This is an Internet web-based query logging system allowing for effective tracking, assigning and management of queries, important for keeping Trustees, residents, owners and service providers informed. The facility is also a data base of not only owners, but also tenants.

Various other management systems have been developed and implemented over the past 19 years at many Estates to manage the day to day aspects of specific services required by our Sectional Title Estates and Homeowner Associations.

Why do you need an estate manager?

In many estates, Trustees/Directors deal with the day-to-day management issues. However, they are not salaried employees of the Body Corporate or Home Owners Association, but rather volunteers who are elected and offer their time to make decisions on behalf of the respective estate

It is understandable that they are unlikely to want to deal with regular complaints or requests from residents. Issues relating to general maintenance, security, domestic workers, contractors, refuse removal, power and water interruptions, visitor parking, Estate Agents and general enquiries can be handled by an independent Estate Management company without any conflict of interest.

SOUTH AFRICAN Sectional Title law

Ethics

To avoid any conflict of interest, REM is not a Managing Agent.

Levy collection, insurance renewals, financial reporting, sales and letting of property, garden services, security services and building maintenance etc. are still all outsourced at the discretion of the trustees/directors.

REM works very closely with your appointed Managing Agent complementing and enhancing the overall service to your estate.

What we offer

Estate Management Services

An Estate Manager is appointed to manage the estate, supported by a Site Manager in certain instances on the larger estates, who will visit the estate on a regular basis.
24-hour emergency telephone support.

  • Meetings
    • Attend trustee/director meetings (number of meetings dependant on needs of the estate).
    • Minute meetings and action matters arising.
    • Distribute minutes of meetings to trustees/directors and managing agent for record keeping.
    • Distribute agendas, and any reports, quotes etc to Trustees/Directors.
  • Attend AGM and any Special General Meeting and two ad-hoc meetings per annum.
  • Notices: Publish and distribute notices to residents on behalf of the estate.
  • Newsletters: Produce a newsletter periodically and distribute to residents.
  • Obtain service provider quotes as instructed.
  • Issue purchase order numbers via the REM System to service providers for general repairs and consumables within given mandates. General mandates required by REM. 
  • Manage and authorise payments to service providers via the Managing Agent within given mandates as above.
  • Provide any other reasonable assistance to the Trustees/Directors as may be requested from time to time.
  • Provide residents and owners access to a help line (varies by area) during normal office hours Monday to Fridays, excluding Public Holidays. (Most resident queries can be handled over the telephone. These calls can also be logged onto the REM System© which then allows the query to be managed.
  • Assist residents and owners with day to day queries.
  • Log common property maintenance on REM System and assign to respective service provider.
  • Assist with all facility bookings (clubhouse etc)
  • Issue and process movement control forms for residents moving in and out of the estate together with any access control items in place
  • Code Access tags online and any Biometrics Access at respective estates.
  • Issue and process domestic employee registrations. 
  • Issue and process pet registrations 
  • Facilitate letters on behalf of the BC or HOA to any resident or owner seen to be contravening the complex or estate Conduct Rules.
  • Facilitate letters of requests on behalf of owners/residents for any approval required in terms of the respective conduct rules.
  • Issue fines on behalf of the Body Corporate or HOA.
  • Liaise between Chairman and the elected Trustees/Directors.
  • Liaise with the Managing Agent.
  • Liaise and have regular meetings with all contracted and non-contracted Service Providers, from Garden Services, Maintenance, Security and any other service provider at the request of the Trustees/Directors.
  • Liaise with all residents and owners.
  • Regular inspection visits (frequency depending on needs of estate).
  • Report on any maintenance, security or general issues.
  • Obtain quotations for services or equipment as requested.
  • Facilitate ongoing repairs and maintenance of common property with the contracted service providers working within set mandates.

Activate Estate on REM System:

  • Set Up Resident/Tenant database
  • Set Up Owner database
  • Generate Resident Movement control forms 
  • Generate Domestic employee registration forms
  • Generate Pet registration forms (if applicable)
  • All forms available on-line for downloading and printing. Additional forms can be designed and loaded for specific estates
  • Service Providers (as specified by the Trustees) are linked to the estate on the REM system to action common property repairs as and when assigned by REM
  • All data is password protected, allowing each individual resident and owner access to his or her personal information only

The REM© System©

The Resident Enquiry Management System© (REM System©), is a custom developed web based interactive data base system that allows residents and owners to access information, log queries and to interact with their trustees and/or managing agent.

Secure

This is a password protected log on system, ensuring that only authorised users have access. Residents (tenants) and owners register on-line, and using a password protected access process, log calls from general maintenance to security etc.

All personal resident details are secured and kept confidential.

Trackable

Each call logged is given a reference number allowing for easy tracking. Once registered, residents and owners are allowed access to information on their specific Estate or HOA.

The REM System is also used very effectively as an “order number” system for the various service providers. This adds to the effectiveness of managing and checking payments on expenditure.

Informative

Body Corporate/HOA’s information ranging from conduct rules, to newsletters and notices are made available to those residents and owners who have access to the internet.

Residents can download and print forms from employee worker registrations, pet registrations, resident movement control, and clubhouse bookings to any other form required by the respective Body Corporate or HOA.

Communication

Queries logged onto the REM System are assigned to a Service Provider via automated email and cell phone sms which can be monitored on-line by the resident until the enquiry is resolved.

Reporting

Various reports can be generated to provide an overview of the day to day queries or maintenance management of each respective complex or estate.

These reports can be sorted by date and categories from security, general maintenance to general disturbance by residents at the complex of HOA.

Personal Info

Using the secure password protection, users can easily update their personal contact information, ensuring that REM can easily contact them.

Contact details are keep confidential and not made available to any third parties.

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