ADMINISTRATION

Pro Property Complex Administration

Each Property Administrator (Portfolio Manager) employed by Pro-Property is responsible for a manageable number of complexes. In collaboration with a team of highly skilled administrative personnel (finance clerk, secretary, receptionist and typist) the Portfolio Manager are responsible for the following:

• Convene:
• • Annual General Meetings
  • Special Owners Meetings
  • Quarterly / Monthly Board Meetings
  • Preparing and dispatching notices as required by the Act and the Rules

• Assist and advise the Board on procedural matters such as:
• • Quorums
  • Proxies
  • Resolutions
  • Voting rights
  • Special resolutions and other requirements according to the Act

• Attend Meetings
• • Attending to proxies, nominations, agendas and relevant statutory requirements.
  • Taking minutes at Meetings and supplying copies thereof to the chairman within 30 days.

• Typing and distributing minutes, letters, circulars (post, email, fax and hand deliveries)
• Action decisions and implement resolution taken at meetings and report back to members.
• Handle correspondence (in & out)
• Administrate complaints, requests, maintenance issues etc.

Caretakers and Estates Managers

• Pro-Property provide Estate Managers and Caretakers (appointed by the Board) with the administrative facilities necessary to enable them to fulfill their tasks.
• Ensure that effective lines of communication are maintained with owners, residents and contractors.
• Assist Caretakers/Estate Managers with the enforcement of rules - a unique system has been developed by Pro-Property to address issues effectively and promptly.
• Assist the Board and Caretaker/Estate Manager in establishing a Maintenance Plan. (Obtaining suitable contractors and quotations)
• Assist the Board in contracting Garden Services and Security Firms.
• Negotiate with professional organisations in the compilation of specifications for particular work to be undertaken.

Rules and Regulations

• Pro-Property has a bespoke management system designed to handle transgressions of the rules swiftly and effectively.

Insurance

• Arranging for the insurance of buildings and improvements.
• Trustees / Directors indemnity and any other insurance the Board may require (assist with the administration of claims)

Archiving

• Keeping and archiving of the minute books, attendance registers, sectional plans, Memorandum and Articles of Association, rules, house rules, insurance policies and all other permanent records e.g. copies of approved house plans / alterations and Sectional Title Plans. 
• Records are kept in accordance with generally accepted practice.