ONSITE MANAGERS & CARETAKERS

Resource & Learning Hub

Experienced body corporate managers
servicing Queensland.

caretakers & onsite managers

Caretakers and onsite managers hold a significant and respected position within the body corporate system. Your crucial role in fostering a harmonious environment where everyone can live comfortably and safely is highly valued. As caretakers and managers, you contribute to the overall success of the community, and your efforts are recognised and appreciated.

You are often the first point of contact for lot owners, and your contribution to the community’s success cannot be overstated.

This learning hub is designed specifically for you, with a collection of relevant articles and videos. We also encourage you to sign up to our newsletters for regular webinars and content delivered directly to your inbox.

REQUEST AN OBLIGATION FREE PROPOSAL FOR YOUR BODY CORPORATE

Please contact us here if you are seeking a proposal for a building we don’t currently manage. If you are an existing BCsystems customer please email us at info@bcsystems.com.au

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GUIDES

Maintenance in a body corporate — MAINTENANCE

articles

Solar panel approvals in a body corporate — SOLAR

Body corporate committees — WORKING WITH COMMITTEES

safety

Tree maintenance in a body corporate

Tree damage in homes is a common and troublesome issue. Read our article on who is responsible for tree maintenance…

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Smoke Alarm Compliance in Queensland Residential Properties

Smoke alarm changes for Queensland body corporate properties can be complicated, this article gives you the 10 most important things…

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meetings

Managing meetings can be time-consuming and complex, but our experienced body corporate managers make the process seamless. With our professional guidance, your committee can confidently delegate high-level administrative and technical tasks, allowing you to focus on strategic decisions that matter most.

Coordinate committee nominations and motions

We’ll manage the call for nominations, gather agenda items, and ensure motions are prepared and compliant with legislative requirements, keeping everything on track and transparent.

Attend, chair, and facilitate meetings

Our managers will attend and lead your Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs) and committee meetings, ensuring they run efficiently while adhering to body corporate regulations.

Accurate preparation and maintenance of meeting minutes

Minutes are an essential record for your body corporate. We’ll prepare clear and detailed minutes, ensuring they’re accurate and distributed promptly.

Host Your meetings in a well-equipped, convenient space

Take advantage of our modern, fully equipped office facilities to host your meetings in a professional setting, complete with all the resources you need.

Coordinate specialist advice and consultants

When external advice is needed, we’ll connect you with the right professionals – legal experts, engineers, or specialist consultants, and ensure smooth communication and implementation of their recommendations.

Funding and cash-flow management for major projects

Large projects can strain cash flow. We’ll help your committee manage funding, prepare budgets, and monitor financial progress to keep your initiatives on track.

Understanding the Types of Body Corporate General Meeting

There are two main types of general meeting in a body corporate: the Annual General Meeting (AGM) and the Extraordinary…

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Understanding Extraordinary General Meetings (EGMs) in a body corporate

Among the various meetings held by the body corporate, the Extraordinary General Meeting (EGM) stands out as a significant event.…

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financial support

Transparency and strict audit compliance are at the core of our financial services. We provide end-to-end financial solutions designed to simplify processes while maintaining the highest standards of accuracy and integrity.

To ensure committee members have complete control and visibility, we offer 24/7 secure online access to records, enabling real-time tracking of the body corporate’s financial health.

Our Financial Management Services Include:

Open and operate a bank account in the body corporate’s name
Annual financial reporting and budgeting
Streamlined invoice approval
Tax Compliance Services
ATO Liaison – GST registration
Audit-ready account keeping

administrative support

We understand that your committee’s time is better spent focusing on the big picture rather than being caught up in the details of administrative tasks and navigating red tape. That’s why we specialise in managing the intricate and time-consuming aspects of body corporate administration, ensuring compliance, efficiency, and ease.

Our Administrative Services Include:

Maintaining the database of owners
Managing owner communication preferences
Keeping searchable records
Compliance with legal record retention
Facilitating record inspections
Registered address services

MAINTENANCE support

Maintenance is inevitable, but with the right support, it doesn’t have to be stressful. Our body corporate managers have the experience and industry contacts to keep projects moving efficiently. They act as the central point of contact for maintenance matters, ensuring issues are addressed quickly and professionally. This includes arranging quotations and tenders, issuing work orders, and coordinating trusted contractors for everything from minor repairs to major works.

Our team also provides valuable advice on spending approvals and limits, coordinates specialist support when required, and assists with funding and cash-flow management for large projects.

By proactively managing the process, we ensure that all works are completed to a high standard with minimal disruptions. With our expertise and network of industry professionals, we help maintain your building’s value and functionality, keeping your property safe, compliant, and well-maintained.

Our Maintenance Services Include:

Arranging quotes & tenders
Issuing work orders and arranging contractors
Advice about spending approvals and limits
Coordinate specialist advice
Funding/cash flow management for large projects

When Do I Need to Get Approval from the Body Corporate?

Navigating body corporate by-laws and understanding when approval is required can be a challenging aspect of property ownership. As specialists…

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Maintaining Common Property in a Body Corporate

Maintaining common property within a body corporate is essential for a safe, functional, and aesthetically pleasing environment for all residents.…

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ARREARS MANAGEMENT

Managing arrears is essential to maintaining the financial health of your body corporate. Our arrears management service ensures timely recovery of overdue levies while following legislative requirements and promoting fairness for all lot owners. We take a proactive approach, working closely with the committee to minimise arrears and secure the scheme’s cash flow.

Addressing the common causes of levy arrears

One of the common causes of levy arrears is missed communication due to outdated contact details. When owners change their email addresses, postal addresses, or phone numbers without notifying the body corporate, important levy notices and reminders may not reach them. To prevent this, we take a proactive approach to managing and updating contact information, ensuring owners remain informed and engaged.

1. Monitoring communication

Track email bounce-backs and returned mail to quickly identify owners with outdated contact details.
Follow up with these owners to ensure their information is updated and levy notices are received.

2. Proactive contact with lot owners

Contact owners via phone or email throughout the year to request updates to their contact information.
Encourage owners to notify us of any changes in their postal or email addresses.

3. Facilitating easy updates

Provide simple online forms for owners to update their contact details at any time.
Maintain accurate records to reduce the risk of missed communications and prevent levy arrears caused by outdated information.

BCsystems ARREARS PROCESS

Levy Notice

Issued 30 days prior to due date

DUE DATE

DAY 15 OVERDUE

First reminder issued

DAY 35 OVERDUE

Second reminder issued

DAY 55 OVERDUE

Final reminder

DAY 55 - 60 OVERDUE

Debtor searches. Our team locate and contact the debtor.

DAY 75 OVERDUE

Formal letter of demand issued

DAY 90 OVERDUE

Letter to committee to refer debtor to legal collection

SOLICITOR

Specialist solicitor engaged to recover debt

What Happens if I Don’t Pay My Levies?

The body corporate is legally obligated to recover all levies from lot owners, as these funds are essential for covering…

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The basics of body corporate budgeting

In this article, we look at the basics of body corporate budgeting, including how the budgets are prepared and approved,…

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caretakers & onsite managers

REQUEST AN OBLIGATION FREE PROPOSAL FOR YOUR BODY CORPORATE

GUIDES

articles

Levy Notice

DUE DATE

DAY 15 OVERDUE

DAY 35 OVERDUE

DAY 55 OVERDUE

DAY 55 - 60 OVERDUE

DAY 75 OVERDUE

DAY 90 OVERDUE

SOLICITOR

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