The Company provides property management services including:-
- Planning and advising on the maximisation of income and the minimising of costs.
- Engaging in-house maintenance staff.
- Supervision of external contractors and equipment operators.
- Advice on rental rates and tenant mix.
- Administering lease agreements,collection of rents and service charges.
- Draw up maintenance schedules and organise preventive maintenance routines.
- Arrange and supervise repair and renovation works.
- Preparation of inspection and maintenance reports to clients.
- Advice on fire insurance cover.
- Advice on assessment and negotiation with the local authority.
- Advice on the proper function and upkeep of the building.
1.1 TYPES OF PROPERTY MANAGEMENT SERVICES
The Company provides property management services for the following types of completed development:-
- Condominiums
- Apartments & Service Apartments
- Commercial Office Buildings
- Retail Complexes
- Gated and Guarded Community
- Industrial Properties
- Mixed Developments
- Shop Offices
- Resort Developments
- Estate Management
1.2 SCOPE OF PROPERTY MANAGEMENT SERVICES
The scope of services provided by VPC Alliance (PJ) Sdn Bhd in respect of the management of the building facilities are as follow:-
1.2.1 Staffing & Employment
- To perform the management services for the common property in a proper and businesslike manner and in accordance with good management practice.
- Appoint on behalf of and the expense of the Client, such site staff such as building supervisor, administrative clerk, technician and handyman on the day to day operation of the property.
- Employment of specialist service contractors will be made on behalf of and the expense of the Client to undertake the services pertinent to the property. All contracts in this respect will be subject to a tender exercise.
1.2.2 Building Management and Maintenance
- Advise the Client on all property matters including management, operations and maintenance of the Facilities and Common Property.
- Instruct and supervise all workers including specialists and sub-contractors in carrying out servicing, repairs and other works for proper maintenance of the fixtures and fittings in the Common Property and whenever necessary prepare specifications and inspection of the aforesaid work whilst the work is being carried out as well as after completion of the same.
- To advise, assist and facilitate unit owners on approved renovation, design and improvement works to their parcels subject to the Client written approval of the renovations and/or improvement works.
- Ensure proper record relating to maintenance services is kept and available for inspection by the Client or any authorized officers or auditors at all reasonable times.
- Liaise with the local authorities on the matters relating to the management or maintenance of or repairs to the property.
- Deal with all enquiries, complaints, reports and correspondence relating to the management services and to keep the Client informed.
- Provide the Client with maintenance report on the scheduled and non-scheduled maintenance work of the Common Property on a monthly basis based on an agreed format.
- Assist the Client in drawing up and enforcing house rules in governing the use of the property.
- Give notices to any person on the said property so as to have him comply with or remedy a breach of any of the house rules.
1.2.3 Financial Management and Legal Matters
- Billing and collection of service charge, sinking fund and other charges
- Issue invoices to all proprietor at specific intervals for service charges, water, sinking fund, etc due in respect of the property and receive such payments from the proprietor.
- Bank in all payments from the proprietors into an independent trust account control by the Client. With the Client's approval, deposit all sinking fund collections in an interest bearing account for the benefit of the proprietors of the common property.
- Submit the following monthly reports:
- Summary of service charges, water, sinking fund, etc due
- List of outstanding service charges, water and sinking fund
- List of payment to contractors
- Statement of petty cash
- Income and Expenditure report will be submitted at the end of each financial year and will be audited annually.
- To provide a list of defaulters to the Client with recommendations on actions in respect of tenants/occupants that are in arrears.
- Check through all invoices and upon certification, make payments for all expenses in respect of outgoings including any cost of repairs upon receipt of funds from the Client.
- Certify and keep proper records and account of all monies collected and expended or outstanding or accruing in respect of the management and maintenance of the said property and ensure that such records and books of account are made available at all reasonable times for inspection by the Client.
- The Company will hold a petty cash float of RM 1,000.00 for miscellaneous maintenance works. A statement of accounts to be supported by original official receipts, are to be submitted to the Client for the claim reimbursements.
- Liaise with auditors to have the accounts audited yearly as required by law.
- Subject to the written approval from the Client, a demand letter to recover and receive from every parcel unit owner or any other person liable to pay the same all service/maintenance charges, rents, deposits, fines and any other casual emoluments.
- Subject to the written approval from the Client, notices will be given or to institute any actions or legal proceedings or submit to arbitration any issue in relating to the Developer's rights in the Common Property or management of the Common Property.
1.2.4 Risk and Insurance Management
- To advise the Client on the exposure of risk and the types of insurance policies required for the management of the property.
- Administer all claims permissible by the policies
- Negotiate on the Client behalf on the terms of coverage and secure the lowest premium possible.
1.3 SITE MAINTENANCE STAFF
Successful property management requires a considerable level of active and continuous inspection and support to ensure that the property is managed and maintained effectively. As such the importance of deploying reliable site staffs to assist in overseeing the daily operation of the property, and they will be trained and supervised by VPC Alliance (PJ) Sdn. Bhd.
1.3.1 Building Manager/Supervisor
- To supervise the maintenance staffs and ensure that they discharge their duties diligently.
- To ensure that all service contract such as cleaning, security, pest control, etc are provided as per the stipulated scope of work.
- To attend and evaluate all complaints from owners/residents and/or assigned handyman to investigate the complaints and report.
- To follow up daily with maintenance staff on their feedback on complaints form submitted for their investigation.
- To reply to all letters from residents and prepare any notices for circulation to residents.
- To obtain quotations from approved contractors as provided under the Standard Operating Procedure manual.
- To regularly checked that all work are being carried out promptly and diligently by service contractors.
- To keep records of all maintenance contracts and ensure that all the equipment such as fire-fighting equipment etc, are tested and maintained as per operation manual.
- To carry out inspection of the building at least once a week.
- To submit monthly report on condition of the structure, facilities and services provided in the building.
1.3.2 Account Executuve/Officer
- Perfom posting of all transactions such as GL, AP and AR.
- Maintain the latest cash flow statement.
- Closing month end financial reports (P & L, BS and TB).
- Process monthly or quarterly billings on service charges, water charges, insurance, quit rent and other related charges.
- Maintain monthly cashbook, bank reconciliation & collection reconciliation.
- Requisite and process payment by issuing vouchers
- Issue cheques for payment to contractors/suppliers.
- Record all utility bill (TNB/Puas) and make sure these bills are received for payment.
- Monitor on the received of Renovation Deposit by refunding deposit to unit owners or contra deposit against any outstanding.
- Summarize all figures on aging reports, daily collection reports and account ledger into monthly status report.
- Ensure that all collection received are creditied into the bank account by rountine checking on the bank-in slip.
- Update all invoces, payment vouchers and bank-in slip into the cash book.
1.3.3 Administration Clerk
- To attend to complaint received from resident and maintain good public relation with the resident.
- To record complaint from the resident.
- To prepare and check document relating to work requisition and issue of purchase order.
- To follow-up daily with maintenance staff on their feedback on complaints submitted for their investigation.
- To assist on the issuance of insurance certificate to unit owners.
- To be responsible for the administrative function of the office.
- Process and issue quarterly billing to parcel owner.
- To issue car and motor-cycle stickers.
- To follow-up with contractors on their work schedule.
- To be responsible for the collection of service charges and other elated charges and ussue of receipts.
1.3.4 Technican
- To attend to daily complaints by carrying out inspections at the shortest possible time and to discuss with the superiors on the course of action.
- If it is a minor work, hand on action should be taken but major work wil be done by contractors.
- To carry out regular checks on the M & E facitiles, common areas, cleaning refuse disposal, security, landscape and other related services.
- To monitor, check condition of lifts (if any) and to record on all breakdowns, change of spare parts and vandalism.
- To know the location of switches for all light fittings in the buidling. All switches and fuses must be labeled.
- To ensure that no unauthorized renovation works, electrical wiring, structures, grills and piping are carried out by tenants without the management approval.
- To keep proper record of spare parts and tools for accountability in the replacement of parts.
- To be familiarized with existing contracts and to ensure that the works are carried out in accordance to job scope.
- To ensure that ll the fire-fighting facilities and equipment are in servicing condition according to the requirements of BOMBA.
- All pumps and equipments are to be checked weekly according to the Standard Operation Manual.
- To be responsible for proper labeling of keys at the guardhouse and to have proper records of persons, who takes the keys from the guard.
1.3.5 Handyman
- To attend to daily complaints by carrying out inspections at the shortest possible time and to discuss with the superiors on the coruse of action.
- If it is a minor repair work, hands on action should be taken while major works will be undertaken by contractor.
- To carry out regular checks on the M & E facitiles. common areas, cleaning refuse disposal, security, landscape and other related services.
- To know the location of switches for all light fittings in the building. All switches and fuses must be labeled.
- To keep proper record of spare parts and tools for accountability in the replacement of parts.
- To ensure that all the fire-fighting facilities and equipments are in servicing condition according to the requirements of BOMBA.
- All pumps and equipments are to be checked weekly according to the Standard Operation Manual.
- To be responsible for proper labeling of keys at the guardhouse and to have proper records of persons, who takes the keys from the guard.
- To attend to all effects in relation to the physical elements of the building such as paintings, burst pipes, cement rendering, blockages, roof leaks, and other related minor works.
- To attend to all plumbing works in the building.
1.4 OPERATIONS STRUCTURE
1.5 WORK PROCESSES
