PROPERTY MANAGEMENT AT PP2 Good day everyone.. JMB PP2 BLOCK C NEEDS PROPERTY MANAGEMENT TO OPERATE MANAGING PROCESS AND MAINTENANCE OFFICE OF BLOCK C. Companies could submit OFFICIAL QUOTATION at JMB BEFORE 18th October 2013 Terms of Reference • To conduct a Property Audit and Inspection • To evaluate the current state of the building and its operations • To identify key areas for improvements of the building • To immediately attend to the areas of concern as highlighted by JMBPP2. • To provide and implement a set of standard procedures on the management of the building. • To provide for the Property Manger Report and other relevant reports on a timely basis. Property audit and Inspection • Complete and initial audit of the Building current asset/equipment’s to verify their existence and to assess the adequacy and completeness of the recording. • Undertake a physical inspection of the Building fixed assets (land and buildings. Include plant, machinery and equipment’s) to verify and assess their physical existence and conditions, including the adequacy and completeness of the recording. • Complete an audit of the building’s current, non-current and contingent liabilities to ascertain the quantum and the accuracy and completeness of the recording • At the end of the stage, we will provide our detailed finding on the current physical and financial state of the Building and, where necessary, recommend solutions to JMBPP2 Review of existing operations Staffing • For the purpose of the adequate staffing, ensure that all staff possesses the required skills and competency, both technical and administrative, for the proper management of the property. • Building manager should be proactive not only in technical and administrative duties, but also in relation to liaison with residents, conducting daily inspection of the site. • The proposed number of staff to be stationed at the site office is stated, including a reasonable proportion for all benefits incurred(eg.EPF, Socso, Overtime etcetera) Building maintenance • To conduct regular inspection of the Building as the property Manager deems appropriate and to report and comment on the state of conditions, repairs, maintenance and compliance with the policies and other statutory requirements, and generally to attend to any maintenance issues that fall under JMBPP2’s responsibility at any time, should the need arises. • To conduct periodic inspection to see of owners/Residents are contravening with any of the terms and conditions of the House Rules, By-laws or statutory regulations and to take all appropriate action to rectify the breach and, if necessary, to institute legal proceedings • To effect necessary routine repairs and maintenance of the fixtures and fittings in addition to maintaining the cleanliness of the building • To employ engage or supervise the performance for service providers and/or contractors as may be required for the proper management of the Management of the Building and shall prepare the requisite agreements for JMBPP2 to enter into such contracts for the employment/engagement of such service contractors PROVIDED THAT the prior approval fo the JMBBPP has been obtained; • To manage and monitor the upgrading, refurbishment, retrofitting, and renovation works at the Building, if any. • To implement a new set of House Rules or advise JMBPP2 on the existing House Rules and proposed amendments to be made (if any) • To maintain good working relationship with Owners/Residents, service contractors and/or Consultant to ensure the Building is always in exemplary condition. • To prepare the necessary documentation prior to conducting and AGM/EGM for which additional charges will be incurred. Service providers As Property Manager • Monitor the performance of service providers in general in relation to attendance, attire, discipline, reporting of incidents etcetera, • Provide feedback for areas of improvements required. • In the event of non-performance, our duty includes issuing warning or replacing the service providers if necessary, with the intention of maintaining such services at the highest level, for the betterment of all owners and residents. • To work closely with the service providers and plan for preventive measures, where necessary. • To ensure that daily task and scheduled task are carried out efficiently in accordance to their respective agreements Monthly Report • Building Inspection Report • Maintenance Report • Service providers report • Incidents Reports Performance Monitoring Of Site Management Office (SMO) • Scheduled meeting with Building Manager • Scheduled meeting with JMBPP2 Finance Operations • Finance operations include issuing monthly billing of service and other charges and/or rental charges to the unit owners and commercial tenants. Other charges would include water, insurance, parking, interest charges (where applicable) quit rent etcetera. The process will be done from site management office. • The site office is equipped with a dometrix printer to be able to issue billing. Charges incurred for our 3-ply Statement of Account for services Charges and water charges shall be reimbursable from the maintenance account. Financial Report The financial report, extended on a monthly basis, consists of the following: • Collection of the month • Payment to suppliers of the month • Debtors listing • Creditors listing • Income and Expenditure Statement • Balance sheet To prepare budgetary estimates of operational expenditure and calculate service charges and management fees. To periodically review and monitor issues of invoices, statements and/or debit notes for the collection of rental and other charges from the lessees and tenants based on the terms and tenancy agreements. To set-up accounting system for: • Issuance of demands for service charges, Management fee, insurance, utility charges, etc.; • Collection of service charges, management fee, insurance, utility charges etc.; • Credit, purchasing and inventory control; • Internal audit, checks and approvals; • Coding and payments of contractors’ and suppliers’ invoices; • Managing money in hand .e.g reserve or sinking fund for future capital expenditure, cash on deposit and operational money; and • Payroll etc In the event that we are appointed as the Property Manager for JMBPP2, we would request for soft copy of Owners Listing and opening balance are forwarded to us for our further action. Collection Our Finance Departments function includes monitoring and improving the collection rate. In the event of non-payment by owners and /or tenants ,our credit control division will contact the defaulting unit owner and/or tenant to assist them in meeting their responsibilities. Our effort includes sending Reminder Letter (14 days),making telephone calls, and proposals for payments by way of instalments and, internal Letter of Demand(14 Days)and as a last resort, via the appointments of external solicitors to recover the same. In general, to bill, collect, demand and recover deposits, fee and other monies falling due from time to time; to credit the monies to designated account and to give good and valid receipts. Legal& insurance • Legal and Insurance Department Duties as following:- • Preparation and/or vetting of various agreements with services providers and commercial tenants • The monitoring of all expiry and renewals of service providers agreements, tenancy agreements and insurance; • Assisting in sub-sale matters , • Instituting legal action against defaulters with prior approvals from JMBPP2 • Ensuring that insurance policies are in force and that claims are processed and met. • To provide quotations and recommendations to JMBPP2 Who shall decide on a comprehensive insurance program for the Building, taking into account that the Building is adequately insured in terms of sum insured and coverage. • To promptly to the insurers when claims arise and to ensure that claims arise and to ensure that claims are processes and met expediently. Complaints and Assistants Any complaints and assistants required maybe directly made at the Site Managements Office (SMO) or alternatively to our Help disk at our dedicated telephone line from 8.00am to 6.00pm (Monday to Friday) Its standard procedure to attend the complaints and render assistance, immediately or within three (3) working days from the date receipts of such complaints or request Customer Relations Our customer Relations function through the Help Desk, which provides an avenue for owners /residents to voice any suggestion or dissatisfaction they may have and ensure that all complaints are resolved satisfactorily and speedily as possible. Thank you, JMBPP2 BLK C Management
Posted on: Tue, 08 Oct 2013 09:50:37 +0000
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