Buildings that need the services of external management include:
- Office buildings
- Shopping centres
- Bank office buildings
- Insurance company office buildings
Management of Bank office buildings – shopping centres
Our high quality services and competitive advantages fully meet your needs through the 4 main service pillars listed below:
4.1 In the context of the financial management of the building
1. We issue a VAT number in the management data
2. We open a bank account in the Management data.
3. We make all kinds of payments and collections on behalf of the Management, such as payments to contractors for work contracted out to third parties (e.g. maintenance, technician fees, consultants, elevator maintenance company, cleaning company, etc.).
4. We monitor the allocation, collection and repayment of common expenses and fixed advances of such security deposits in accordance with the Building’s regulations.
5. We Collect – control – register the common expenses (income – expenses)
α) Collection of the documents of expenses per month based on the individual service contracts,
b) Checking and entering the vouchers (utility bills, suppliers’ bills, etc.)
c) Maintenance of an Income – Expense Book and a file of bills and receipts related to the management of the Building.
6. We move and manage the management-reserve account. Payments are only made electronically (and not by cash) so that there is full transparency, as the account extrait is also the fund itself.
7. We monitor the progress of common charges collections and ensure that tenants and landlords pay on time. In addition, in the event of arrears beyond the deadline set out in the regulations, we will make contact with the tenants who owe, to ensure that they pay their arrears immediately.
8. We inform landlords for the tenant(s) or supplier(s) arrears within the time period specified, and other management issues (e.g. technical) as they arise.
9. We submit a written report to the General Assembly of the co-owners of the Building on an annual basis, informing them of the financial management of the Building.
10. Submit the quarterly electronic submission of a list of contracts entered into by the Building.
11. Make contacts with Public/Municipal authorities as required from time to time on common charges issues in consultation with the owners.
The transparency of the above system has created satisfied and loyal customers, of which we can provide you with letters of recommendation in case you need them.
4.2 Regarding the collection of common charges:
In the event that any collection is not made within the time limits set in writing by General Assemblies:
- The company contacts the tenant or owner of the office/shop by telephone to obtain new information on how to repay or set a new date for payment of the amount due.
- The company is required to inform the owners, of the progress of the common charges debt, so that a General Meeting can be called to address this issue. The cooperation agreement between the two parties will clearly state the timeframe given to the liable owner as a period of time to pay the total debt incurred e.g. 3 months. In case of non-compliance there will be a corresponding written notification.
Any further legal proceedings shall be entrusted, by decision of the General Assembly, to a qualified lawyer and the costs shall be borne by the owners.
4.3 For the proper operation of the installation, we undertake the technical management of the following issues:
- We contract with third parties, natural or legal persons and sign the relevant contracts in relation to the provision of any service related to the operation of the building implementing the relevant decisions of the General Assembly of the co-owners.
- In the event of contracting out to third parties, we monitor and supervise that they act in accordance with the instructions of and regulations and in the interest of the Building.
- We keep the common property and common areas secured in accordance with the law and the requirements of the Regulations.
- We decide on urgent matters relating to the operation of the Building that require immediate attention. We also take appropriate action.
- We keep ourselves informed of all kinds of problems in the Building so that we can take immediate action to resolve them in the best possible way.
- We contribute with expert consultants to provide advice on Building issues with the approval of the General Assembly of co-owners.
- We investigate and recommend to the co-owners the optimal way to operate the Building in general.
- We make the Building and its equipment available to the respective maintenance staff and allow them access to the technical facilities on days and at times when the normal conduct of the business of the natural and legal persons housed in the Building is not impeded.
- We ensure the necessary cooperation of all natural and legal persons housed in the building, in order to avoid any delays or problems in meeting the schedule of maintenance, repairs, etc.
4.4 As regards the administrative management of the Building:
- We monitor and control the compliance with the building’s regulations and the decisions of the General Assemblies of the co-owners.
- We convene and coordinate the General Assemblies of the co-owners. We inform them about issues concerning the operation of the building and require decisions to be taken to deal with them.
- We keep the book of minutes of the General Assemblies of the co-owners, the record of correspondence with co-owners, tenants and third parties and any other item or record whose maintenance is deemed necessary by the General Meetings of the co-owners.
- We proceed with the necessary procedures for handover/acceptance after a legal representative of the building management activity has been appointed following a decision of the General Assembly of co-owners.
A representative of UNIDOMUS attends and coordinates General Assemblies in buildings managed by our company and follows the procedures set out in the respective statutes. The experience of our representatives, as well as their ability to manage crises, contributes to the smooth running of a General Assembly.
For the start of the cooperation we require:
- A resolution of the General Assembly of Owners, clearly stating the delegation of the external management of the building, while appointing a representative and a person in charge of communication between us or a committee controlling the management company.
- Signing of a cooperation agreement.
- Authorization of the General Assembly to the external management to obtain a Tax Identification Number of the Building Management Company, as well as opening-use of a bank account.
- Copy of the articles of association – by-laws and acts that have changed it since its writing to date.
- List of millimeters of the engineer to print the common expenses based on it.
- Book of minutes of the General Assembly.
- List of contact details of tenants and owners.
- List of contact details of the contractors chosen for the maintenance of the building by the General Assembly.
- Electricity & EIDAP meters.
- Past common charges and last year’s record.
- List of debts and uncollected receipts.
- List of other pending management cases.
- Reserve amount.
- Decision of the General Assembly on what maintenance work has been decided for the next management year (If any).
In order to be a reliable partner in financial management & maintenance services for your buildings, we remain at your disposal for a face-to-face meeting to discuss the prospects of working together.
