On-line Approach
By leveraging secure digital platforms our financial and administrative service are 100% online and are therefore accessible to any scheme nationwide, regardless of location. Our online approach doesn’t mean you lose personal contact. You’ll always have direct access to our management team through phone, WhatsApp, or email, ensuring quick and convenient support whenever you need it
Digital meetings are preferred in today’s business environment as it saves time and money, allowing participants to connect instantly from anywhere (even home). On-line meetings enhance flexibility, making it easier to schedule and attend meetings across different locations. Online platforms also provide tools for sharing documents and recording discussions, improving efficiency and transparency, no incorrect minute taking and a need for printed materials.
Take-on Process
Scheme executives (trustees) begin by completing our structured take‑on questionnaires, which capture all the key details about the scheme’s operations, governance, and compliance status. From this information, we prepare a Compliance Report that highlights areas requiring attention under the Sectional Title Scheme Management Act. Trustees are guided through each finding with practical recommendations, ensuring that statutory obligations are met and potential risks are addressed before they escalate. This collaborative process gives trustees clarity and confidence in managing compliance from the outset.
Once compliance matters are resolved, we set the scheme up on our management system to enable smooth, ongoing administration. Financial records, levy schedules, conduct rules, and insurance policies are all integrated into a single platform, making them accessible and easy to manage. Trustees benefit from automated reminders, transparent reporting, and streamlined processes that reduce administrative burdens. By embedding the scheme into a structured management framework, we ensure trustees can focus on effective governance and long‑term sustainability rather than day‑to‑day operational challenges.
Management System Set-up
We start by setting up a unique profile for your scheme on the community management system used. All the financial and administrative information gathered are transferred across, the approved budget and levy figures are loaded so everything is ready for the next billing cycle.
Once that’s done, trustees and owners receive secure login details, giving them instant, real‑time access to the system whenever they need it. Owners can easily view levy statements and invoices as well as minutes, budgets and financial reports, while scheme executives enjoy enhanced permissions with access to additional records and governance information. In short, everyone gets the right level of access, and trustees have the tools they need to manage with confidence.
To ensures smooth communication, every user is also registered on our in‑house support ticketing platform, built specifically for sectional title enquiries. Tickets are number referenced enabling easy access and follow-up. This means every query is tracked, prioritized, and answered quickly.
Monthly Management
Managing a sectional title scheme involves a range of monthly functions designed to ensure smooth operations, financial stability, and compliance with legal requirements. We oversee the collection of levies, which fund the scheme’s expenses such as maintenance, insurance, and utilities. We also assist trustees by monitoring the budget, reconcile accounts, and prepare financial reports to keep owners informed of the scheme’s financial health. Administrative tasks include updating records, handling correspondence, and ensuring compliance with statutory obligations like filing returns or maintaining insurance policies.
On the operational side, monthly functions often include coordinating routine maintenance, addressing repair requests, and managing service providers such as security, access control, cleaning and/or landscaping contractors. We handle resident concerns, assist trustees enforce conduct rules, and ensure that common property is well maintained and safe. Communication plays a key role, with regular updates to owners and residents about ongoing projects, financial matters, and upcoming meetings. We assist trustees in balancing financial management, property upkeep, and community relations to maintain the value and harmony of the sectional title scheme.
Year-end Management
Year-end functions in managing a sectional title scheme focus heavily on financial closure and compliance. We assist the trustees by preparing the annual financial records, ensuring all income and expenditure are accurately recorded and reconciled. These records are then audited or reviewed by an independent professional, as required by law, to confirm the scheme’s financial integrity. On completion annual financial statements are prepared by the auditor and submitted for signature to the trustees.
Budget planning for the upcoming year is also a key task, involving the projection of expenses, levy adjustments, and reserve fund allocations. This ensures the scheme remains financially sustainable and compliant with statutory requirements.
Beyond finances, year-end functions include organizing and conducting the Annual General Meeting (AGM). We help trustees to prepare reports on the year’s activities, maintenance projects, and challenges faced, while owners review and approve budgets, elect new trustees, and discuss future plans. Insurance policies are reviewed to ensure adequate coverage, and maintenance schedules are updated to reflect upcoming priorities. These functions collectively provide transparency, accountability, and strategic direction, setting the foundation for effective management in the year ahead.
