Commercial Property Management
Please click on the headers below for further information on Commercial Property Management.
Financial >
- Estimation of service charge budgets and liasing with accountants. Preparation of reserve funds for provisions for future works for properties.
- Payment of contractors for works and setting up direct debits for suppliers to properties
- Raising invoices to leaseholders and collection of service charges
- Effective service charge recovery procedure
- Able to provide periodic financial reports on income and expenditure and projection for expenditure
- Annual preparation of audited accounts for both property maintenance accounts and company accounts (where relevant).
Repair and Maintenance Management >
- Assistance for preparation of repairs to the property
- Organise and project manage major works (see Major Works/ Surveying Services)
- Day to day maintenance and organising repairs, services etc. Always seek quotations from a number of contractors to provide best value for our clients.
- Liasing between contractors and leaseholders
Lease Compliance >
- Ensure compliance with the terms of leases and policy agreed with the Client
- Where necessary and subject to Landlord authorisation, instruct Solicitors in relation of breaches
Legal Strategy and Control >
- Advice on Freehold Purchase
- Ensure compliance with the terms of leases and policy agreed with the Client
- Lease interpretation
- Liase with the Client's Solicitors
- Represent the Landlord at County Court level, Arbitration and Leasehold Valuation Tribunals
- Maintain adequate record-keeping
- Provide first-stage legal advice on all legal matters relating to the estate management. (Specialist legal advice may be required if the matter is overly complex)
Health & Safety Compliance >
- Arrange periodic Health & Safety Inspections and ensure ongoing compliance
- Arrange Fire Risk Assessments and ensure compliance with prevailing fire safety regulations
- Arrange regular testing and inspection of fire safety systems
- Arrange Asbestos surveys and hold register
- Arrange periodic IEE Electrical Safety Inspections
- Arrange periodic water safety testing
- Arrange statutory testing and maintenance of all plant and machinery (lifts, car park barriers, etc)
- Monitor contractor Health & Safety compliance
Staff/ Contractor Management >
- Prepare job descriptions for employees and specifications for contractors for competitive tender
- Supervise any employees and regular contractors such as cleaners, gardeners etc
- Establish payment systems and administer PAYE functions
- Ensure appropriate training and compliance with Health & Safety and employment legislation
- Maintain a preferred contractors list. All members to hold adequate public liability insurance, provide satisfactory references and hold relevant qualifications in relation to work undertaken
Landlord and Tenant Advice >
- Advise on Commerical Landlord and Tenant procedures, including statute and practice
Client Support >
- Advise the Client on a suggested management policy
- Provide regular status reports of financial, maintenance and legal matters
- Report on significant lessee communications
- Document management procedures and issues
- Assist with a periodic newsletter to residents and other circulars
- Keep Client informed of status of agreed actions
Major Works/ Surveying Services >
Our property management service covers routine repairs and maintenance but not items of major works. Examples include external redecoration, internal redecoration of common parts, replacement or renewal of roofs, etc.
Where major works are needed, diligent preparation and
administration of contracts is essential. We strongly recommend that our clients engage the services our qualified and
competent Chartered Surveying services to safeguard their financial outlay in carrying out the works.
Our
major works project management service includes the following:
- Liaising with clients to establish project requirements and projected costs.
- A full professional team including Chartered Surveyors, Quantity Surveyors and an excellent architectural drafting service.
- Site inspections and surveys
- Negotiations with Town Planning and Building Control where necessary
- Full tender process with competent contractors to ensure both quality and value for the works
- Preparation of JCT Minor & Major Works Contracts where necessary
- Preparation of full written specification of works
- Site supervision and liaising with contractors on site
- Site administration
- Preparation of contract documentation including Variation Orders, Certificates for Payment etc.
- Final inspections and signing off site through to completion
Major Works Leaseholder Consultation >
MPM undertake all such duties on behalf of its clients, ensuring full compliance
with the prevailing Laws. Our proven and effective service means that you can rest easy.
Accountancy
MPM have a fully computerised accounts system and keep all clients' funds in independent designated bank accounts, fully complying with the regulations of both ARLA .
We provide financial information in a clear and concise format. You will at all times know:
- How much funds are currently held in your account(s)
- Details of any individual arrears due
- Details of recent expenditure
- How expenditure is measuring against the agreed budget
We also have a weekly payment schedule ensuring the prompt settlement of clients' contractors and suppliers' invoices. All service charge demands are issued promptly, encouraging owners to help the management and maintenance of their building by paying on time.
The Companies Acts place very stringent regulations on all Limited Companies to return their accounts each year. We therefore recommend (and can arrange) an independent annual audit of accounts to ensure accounts are returned promptly.
In addition we assist our clients in the preparation of accounts and can instruct independent auditors if so required.
Buildings Insurance and General Insurance >
We are regulated by the
ARLA to carry out General Insurance Mediation Activity and are included the
Financial Services Authority register.
Our role as Property Managers is to ensure the prompt and effective
processing of any insurance claims. We assist with:
- Notifying the insurers of any potential claim
- Arranging for claims forms to be despatched
- Advice on obtaining quotes from reputable contractors
- Processing and monitoring claims
- Dealing with loss adjusters
- Settling invoices with contractors
- Recovering excesses where necessary
Professional Indemnity Insurance >
As members of ARLA and as members of The Royal Institution of Chartered Surveyors, MPM are covered by substantial Professional Indemnity insurance. If you wish to inspect the current schedule please contact us.
Individual Leaseholder Services >
Our main responsibility is towards managing the building as a whole, looking after the collective interests of all owners. Where additional work is required for the benefit of one individual owner our costs will be charged directly. Examples of areas where the individual should contribute directly are:
- Pre-Contract Conveyancing and Remortgaging Enquiries
Individual owners must meet the cost of this service. We supply details of all building accounts, lease matters, insurance details, any disputes, freeholder details, maintenance programmes budget forecasts and all other such information that may be required.
With our expertise, we can put together such information in the correct format much faster than most lessees will be able to do so independently. - Arrears Recovery and Default Action
Every lease clearly states the owner must pay any ground rent or service charge within a specific period. Our policy is to follow up any overdue payment with firstly a polite reminder and then a final warning of legal action.
If further action is needed the owner must bear the costs arising, including Land Registry searches, approaches to the lessees’ mortgage lender and referrals to solicitors to commence Court Action. - Permission to Sub-let or to Carry
Out Alterations
We have established standard procedures whereby owners have to provide information and arrange for safeguards to be in place before consent can be granted, to protect the interests of all owners when deciding on such applications.