Administration of homeowner associations
As a professional company Admin Complex not only simply administers Homeowner Associations but also gives expert advice. We arrange a number of activities which aim at retaining or even increasing the market value of the property. However, all the binding decisions are made by the Homeowner Association Board.
Admin Complex provides the following property management services:
- Counseling and arranging activities for Homeowner Associations;
- Real assistance with taking over a property from the developer or Homeowner Association administrator;
- Organization of Homeowner Associations;
- Exercising the owners’ warranty rights;
- Current administration services;
- Financial and bookkeeping services.
Counseling and arranging activities for Homeowner Associations comprises:
- Establishing and implementing operational procedures related to the policy of the property owner;
- Analyzing needs and drawing up activities for the property service suppliers ;
- Counseling related to the property maintenance and activity optimization;
- Analyzing offers concerning delivery or service agreements and counseling;
- Drawing up and negotiating property maintenance agreements.
Real assistance with taking over a property:
- Taking charge of issues connected with technical conditions and legal status of the property;
- Establishing procedures of the property takeover with an ex-administrator;
- Verification of the legal and factual status of the property, drawing up lists of flats and their owners, collecting and updating notarial deeds;
- Analyzing and completing all requisite documents of the property (technical documentation, operation and maintenance manuals, decision concerning operation license, current periodical property inspection reports, the compliance schedule , administrative, maintenance and financial documentation, etc.)
- Taking over current matters along with the documentation (e.g. overhaul jobs);
- Verification of already signed contracts;
- Taking over a property by filing in the records.
Organization of Homeowner Associations:
- Formalizing the Homeowner Association;
- Requests for NIP (Tax Identification Number) assignment
- Requests for REGON (the National Official Register Of Business Entities) assignment
- Opening of a bank account for the Homeowner Association
- Establishing a Homeowner Association budget and some rudimental regulations for its functioning;
- Insuring the property;
- Updating documentation
Exercising property owners’ warranty rights:
- Contracting inspections and building expertise;
- Analyzing and indicating methods of exercising homeowners rights (negotiations, legal means, etc.);
- Supervision of exercising rights.
Administration services:
- Contracting utility providers (on behalf of the Homeowners Association) and monitoring contracts implementation;
- Contracting cleaning services and monitoring contracts implementation;
Taking out property insurance policies; - Safekeeping the property’s technical documentation as well as keeping records including updating the compliance schedule;
- Failure removal in the utility systems, monitoring their functioning along with proper equipment operation;
- Contracting planned renovations, supervising repair works and their technical acceptance;
Supervising security guards; - Monitoring intended use of the property;
- Organizing meetings for the homeowners and drawing up private bills;
- Acts implementation;
- Making annual operating and renovation plans;
- Representing interests of Homeowners Association / homeowners in a dispute with the third party;
- Carrying out other activities enabling proper functioning of the property.
Accountancy services:
- Maintaining non-accounting records of joint property management costs;
- Bank account operations;
- Keeping records of homeowners, Homeowner Association’s activities and property operation;
- Settling payments for services contracted for the Homeowner Association;
- Drawing up and updating lists of homeowners, keeping records of shares of the ownership of the property;
- Drawing up reports of a property’s inflows and outflows;
- Preparing annual tax returns and GUS (Central Statistical Office) reports;
- Debt collection.
Maintenance services
Admin Complex offers not only facility management but also maintenance services. These services are exclusive of the facility management contract and can be secured in a separate agreement. Admin Complex provides a variety of technical services dependent on the needs of a real estate. We can offer the following:
- Monitoring intended use of the property and maintaining it in a proper condition;
- Regulating and lubricating front door locks;
- Small redecoration works such as painting, etc.;
- Changing bulbs, lights, fuses and switches in the common areas;
- Securing the building in case of an accident or a failure and taking steps to minimize the damage;