We specialise in the establishment of new Owners Corporations, a process which can include:

• Lodgment of any special rules with land titles office (if not completed at handover)
• Updating management details with land titles office
• Opening new bank accounts
• Obtaining ABN’s and TFN’s for the unlimited Owners Corporation as well as any limited Owners Corporations affected by the plan of subdivision
• GST Registration of the Owners Corporation (where applicable)
• Preparation and implementation of the annual budget
• Tendering and appointment of maintenance and service contracts and agreements
• Arranging Insurance policies and brokerage services for all land affected by the plan of subdivision
• Establish a maintenance register for the common property
• Preparation and circulation of an introductory letter for all lot owners seeking updated contact information and delivery preferences
• Coordination of a general meeting to meet owners including election of a committee of management
• Preparation and issuing of the Owners Corporation Certificates to support effective settlements with purchasers

Our team have extensive experience in the seamless management migration of existing Owners Corporations ensuring transitions of management result in positive outcomes for owners, committees and residents.

We work closely with committees and stakeholders to understand the needs of the building community, tracking the status and progress of open or ongoing maintenance, administrative and compliance matters as well as planned projects and initiatives.

We undertake ongoing review of the Owners Corporations financial performance and position to facilitate proactive and constructive advice and to support effective budgeting and funding of projects.

The VSC team understand that all lot owners are different and undertake ongoing training to support individual and tailored interactions with all clients. No matter how minor or major the problem, we are here to assist all lot owners in achieving beneficial outcomes.  

We assist in regular review of compliance with all mandatory obligations of the Owners Corporation and the building asset while working diligently to minimise the Owners Corporations exposure to risk and public liability.

Our goal is to deliver protection to the building asset while enhancing the enjoyment and lifestyle of owners and residents utilising common areas and living within the development.

Overall operations for Owners Corporations include (but are not limited to):

• Preparation & distribution of notices, agendas & meeting minutes
• Arranging quotations & repairs for building maintenance at the direction of the appointed committee
• Attending to correspondence & all general queries
• Management of maintenance contracts (where delegated)
• Maintaining the Owners Corporation roll
• Maintaining all registers required
• Receipt & payment of all invoices
• Preparation & distribution of all financial statements & budgets
• Preparation & distribution of contribution (fee) notices & reminders
• Attending to orders, submissions & appeals on behalf of the Owners Corporation and under the direction of the committee
• Arranging Strata Insurance Policies (residential & commercial)
• Coordination & lodgement of insurance claims (common property)

Victorian Strata Co. utilise our industry knowledge to tailor recommendations and processes for each valued client providing a bespoke service complimentary of each building and its occupants.

Following establishment, Victorian Strata Co. supports its clients through the day to day obligations of an owners corporation, as well as providing convenient services for occupants of our managed developments.

In addition to required accounting management and administration services listed under our standard contract, we can also provide the following optional services in consultation with the committee to maximise convenience for owners and for building residents:

• Supply & delivery of all electronic access devices
• Maintenance of register for all electronic devices
• Building induction information sessions (where required)
• Management and moderating of any dedicated resident apps
• Advocacy for building residents in council matters and matters of protection works
• Dispute consultation
• Management of move ins/out processes
• Authoring and issuing monthly or quarterly newsletters (specific to the development)
• Coordinating site meetings of residents for emergency matters or disruptive works

We work with elected committees to provide practical solutions to extraordinary matters as well as day to day issues ensuring outcomes are efficient, effective, and suitable for the community’s needs.

Our team have extensive experience in the successful management and closure of council building orders relating to matters such as cladding, maintenance & operation of essential services, and all matters of occupant and public safety. We pride ourselves on our ability to work with all authorities in supporting our clients through all stages of such projects and matters providing satisfaction in delivery.

In addition to the overall services provided to our Strata Schemes, VSC can provide critical and experienced support and workforce management at all stages of the lifecycle of a strata development including:

• Development consulting and planning (pre-construction & during)
• Capital works & improvements
• Remedial works & compliance upgrades
• Plant & equipment replacement
• Building reclassifications & ESM determinations
• Amending existing plans, entitlements & liabilities
• Securing strata finance & consolidating accounts
• Consolidation of owners corporations
• Winding up owners corporations
• Collective sale of land

We provide a comprehensive and tested arrears management process tracking and following up all arrears owed to the Owners Corporation to effectively reduce the instances of debt matters progressing to VCAT or the Magistrates Court.

Included in the standard process is the issuing of payment reminders following the due date, issuing final fee notices, and individual email and phone contact attempts ensuring unfinancial lot owners have every reasonable opportunity to address arrears before matters progress to costly debt collection measures.

Once the sum of arrears owed by a lot becomes proportionate to the cost involved in recovery, debt collection measures are initiated and any extraneous circumstances will be discussed with the elected committee.

Our team have assisted in, and supported Owners Corporations in a wide variety of legal claims and utilise their extensive knowledge of each Owners Corporation and the specific matter at hand to provide sound and relevant advice. We work closely with committees and legal representatives to ensure legal proceedings are carefully considered, necessary, and likely to achieve beneficial outcomes for our clients.

All documentation is issued to lot owners via their individual and preferred method of communication (email or post) and is also made available via the client portal allowing lot owners 24/7 access to invoices, meeting documents, relevant reports, and memos at the click of a button.

Pursuant to Sections 144-150 of the Owners Corporations Act 2006, an Owners Corporation must maintain and make available records and a register to parties entitled to inspect such documents. Included in the records and register are the names and addresses (on title) of lot owners.

The privacy of all lot owners and building residents is paramount. VSC are committed to ensuring all owners and residents are informed of any necessary instance in which personal phone numbers and /or email addresses must be shared with contractors, consultants, authorities, committees or other parties. Personal phone numbers and email addresses are not shared by VSC with other lot owners or building residents without the expressed consent of involved parties.

From new developments to old, we consult with owners and utilise industry specialists to ensure we campaign for the most financially equitable coverage available while ensuring coverage is comprehensive and meets the practical and necessary requirements of our Owners Corporations. 

We provide high level support in all claim matters ensuring the time is taken to share knowledge and undertake one on one consultation with owners and affected parties to achieve the best possible outcomes with satisfactory results.

In order to deliver to our clients the best end user experience whilst also providing our staff with the latest tools and resources to enable flexible arrangements and efficiency in operations, Victorian Strata Co. has partnered with dedicated Strata software platform and market leader ‘Urbanise’ implementing end to end building management and accounting systems for each Owners Corporation.

Equipped with intuitive and automated functionality, the platform provides a client portal allowing owners to login and perform various functions. Additionally, a building specific and customisable mobile app is available in consultation with committees to extend the platforms reach and accessibility to owners and residents on site.

Victorian Strata Co. excell in the supportive and well researched establishment of new developments.

Working closely with developers, we invest ourselves in understanding the planned future use of developments and how best to achieve optimal solutions in establishing limited Owners Corporations and itemised budget funding to maximise financial benefit for developers and owners alike.

The life and legacy of a built environment should always reflect the planning and commitment made by developers in producing a small piece of the proud Victorian landscape.

We work to ensure the built environment retains its value and its legacy for the enjoyment and benefit of developers and owners.

Please reach out today to speak with our General Manager about the tailored and agile services we can provide to support your planned development.