SMR Builders

SMR Builders Logo

Building Maintenance Guide For Strata Managers

strata managers doing building maintenance inspection

As a Strata Manager, your main responsibilities in building maintenance include coordinating tasks, managing budgets, ensuring legal compliance, and keeping owners updated.

Regular inspection and quick emergency repairs contribute to preserving the condition of the property. You’ll also oversee repairs to communal property, introduce sustainable upgrades for improved efficiency, and deal with financials and insurance policies.

Mastery in these areas can spare you unnecessary costs in the future and keep your property attractive to potential buyers or tenants.

Key Building Maintenance Responsibilities of Strata Managers

Your role as a Strata Manager is pivotal in supervising the administration, upkeep, and governance of strata-titled properties. You act as the link between property owners and the Owners Corporation.

Financial Management

One of your main duties is to handle financial aspects, such as creating budgets and collecting levies. This requires meticulous planning and careful execution.

Maintenance Coordination

You need to coordinate regular maintenance duties and urgent repairs, keeping the property in peak condition. This covers everything from minor repairs to significant refurbishments, all the while keeping the property owners updated.

Legal Compliance

Ensuring legal compliance and maintaining accurate records is essential. This involves staying updated on legislation and ensuring the Owners Corporation abides by all relevant laws and regulations. Furthermore, keeping precise records is equally important, as these act as reference points for future decisions and can safeguard the corporation in case of legal disputes.

Scheduling Routine Inspections

Regular inspections, at least every three months, are crucial to spot potential issues and keep your property in prime condition. These inspections will aid in identifying maintenance requirements, safety risks, and compliance issues that could cause problems if unnoticed.

As a strata manager, you must compile a comprehensive checklist for each inspection. This checklist should incorporate all critical areas of the property, ensuring nothing is overlooked. From the building’s exterior to its internal systems, everything should be examined properly.

You also need to record your findings scrupulously. Note any issues you identify, and describe the measures taken to correct them. Keeping track of your inspections and subsequent actions is vital to effective property maintenance, assisting you in tracking progress and staying organized.

Undertaking Emergency Repairs

While regular checks help keep your property in good condition, sudden and unexpected issues can occur, requiring immediate emergency repairs. As a Strata Manager, these situations call for quick action to prevent further damage. Listed below are the essential steps and best practices for managing emergency repairs effectively.

Preparing for Emergencies

  • Emergency Contact List: Maintain a list of trusted emergency tradespeople.
  • Specialist Contacts: Include a variety of specialists like plumbers, electricians, and HVAC technicians.

Immediate Action Steps

  • Initial Assessment: Quickly assess the situation to determine the urgency.
  • Rapid Response: Contact the appropriate emergency tradesperson from your list.

Communication Protocol

  • Notifying Owners Corporation: Inform the Owners Corporation or strata committee about the emergency.
  • Updates and Transparency: Keep all stakeholders updated on the repair status and actions taken.

Documentation and Record-Keeping

  • Detailed Records: Keep thorough records of the emergency repair process, including photos, invoices, and tradespeople reports.
  • Reimbursement Requirements: Ensure documentation meets the requirements for insurance or reimbursement purposes.

Safety and Wellbeing

  • Occupant Safety: Prioritize the safety and well-being of all occupants during emergency situations.
  • Preventative Measures: Implement measures to prevent similar emergencies in the future.

Follow-Up Actions

  • Post-Repair Inspection: Conduct an inspection after repairs to ensure all issues are resolved.
  • Evaluation and Improvement: Review the emergency response process and make improvements where necessary.

Prompt action on emergency repairs isn’t solely about property conservation. It’s about safeguarding the safety and wellbeing of the occupants. Thus, act quickly, communicate plainly, and document in detail.

Managing Common Property Repairs

As a strata manager, you are in charge of supervising common property repairs on behalf of the owner’s group. This involves arranging maintenance tasks, urgent repairs, and regular check-ups for shared areas. It is important to stay on top of these tasks to ensure the smooth running and long-term upkeep of the property.

One of your main duties is making sure that all repair activities meet legal requirements. This involves keeping precise records of repairs, check-ups, and communications with owners, contractors, and residents. You’re the key person who keeps everything in order, so you must be thorough and detailed in your record-keeping.

Clear communication is another crucial part of managing common property repairs. You’ll need to liaise with owners, contractors, and residents to ensure everyone is informed and any problems are handled quickly. This can also prevent misunderstandings and disputes in the future.

Implementing Sustainable Upgrades

As a Strata Manager, you may suggest sustainable enhancements to reduce environmental impact and save money over time. These enhancements might include energy and water efficiency improvements, such as fitting LED lighting or low-flow lavatories. They might also involve pollution reduction steps like enhancing ventilation systems to create a healthier living environment.

You can propose these suggestions at strata meetings through a resolution process. Be ready to present persuasive arguments about the benefits of these enhancements, including potential cost savings over time. For example, energy-efficient appliances might have a higher upfront cost, but it will save money in the long term by reducing utility bills.

In line with trends toward eco-friendly property management, these sustainable enhancements won’t just make your property more appealing to buyers or tenants—they’ll also position your strata as a leader in sustainability.

Understanding Strata Finances and Insurance

As a Strata Manager, understanding strata finances and insurance is crucial for effective building maintenance. Let’s break down these important elements.

Strata Financial Management

Managing the finances of a strata scheme involves creating budgets, collecting levies, and managing funds. These tasks are essential for maintaining the property and ensuring its financial health.

  • Budget Creation: Develop an annual budget to cover all maintenance and repair costs. This helps in planning for routine upkeep and unexpected repairs.
  • Levy Collection: Collect levies from owners to fund the maintenance and repair activities. Ensuring timely collection is key to maintaining a steady cash flow.
  • Fund Management: Oversee the 10-year capital works fund, where owners contribute based on their unit entitlement. This fund is used for significant repairs and replacements.

Keeping accurate and transparent financial records is important. This not only maintains openness among unit owners but also ensures financial stability for ongoing upkeep.

Evaluating the Yearly Levy Budget

To effectively manage building maintenance, regularly assess the yearly levy budget. This involves:

  • Assessing Repair Costs: Evaluate the costs of both minor and major repairs.
  • Allocating Funds: Allocate resources for various upkeep tasks and adjust as needed to ensure funds are used efficiently.
  • Proactive Management: Proactively managing funds today can prevent substantial costs in the future.

Insurance Policies in Strata

Handling insurance policies is another critical aspect of your role. Strata insurance covers shared property, public liability, and building insurance.

  • Understanding Coverage: Know what your strata insurance includes to ensure comprehensive protection.
  • Organizing Claims: Manage insurance claims efficiently and maintain communication with insurance providers.
  • Legal Compliance: Ensure all insurance coverage meets legal requirements.

Proper insurance management reduces risks, protects property assets, and provides financial security. A well-managed insurance policy and robust financial planning are investments in the future of the strata scheme. By mastering these aspects, you can ensure the long-term maintenance and financial health of your property.

Are You Ready to Master Building Maintenance as a Strata Manager?

As a Strata Manager, managing routine inspections, emergency repairs, and property upkeep can be challenging. Let Sydney’s leading experts in property and building maintenance help you.

At SMR Builders, we offer comprehensive maintenance services for both residential and commercial buildings. Whether it’s regular upkeep or urgent repairs, we’ve got you covered.

Need assistance with your building maintenance? Speak to us now by calling 0432 899 026 or email