Emex property management provide bespoke tailored package for each property we manage . The level of service is dictated by our clients requirements and expectations. Our code of management can be outlined as follows.

 

Managing Multi tenanted buildings is our core business.We are not estate agents,we are not letting agents,we are a dedicated property management company focused on delivering a high standard of service using modern building controles and reporting systems to achieve this.

 

Our success is based largely on our ability to reduce operating costs by focusing on the needs of each complex individually. We have forged a strong relationship with the Prem group, the largest hotel management company in Ireland and Belgium, consolidating group purchasing with the Prem group has increased our purchasing power and  improved service network. This partnered approach to growing our business has allowed us to discount service charges and improve services level agreements.

 

Estate Documentation, Legal Documentation, Corporate Governance,  Statutory Compliance.

 

Off site storage of all estate documentation/legal title/counterpart leases.

 

Working Knowledge of the legal framework and lease documentation, contract and company law.

 

Corporate governance such as attending meetings (AGMs, EGMs, local committees, Directors and Resident associations). Provide company secretary services to ensure statutory returns are made and that the register of membership and minute books are kept.

 

Ensuring the management company and managing agents are complient with the Residential Tenancy Act 2004, Health & Safety Legislation, Fire Services Act 1981.

 

Off site storage of all estate documentation/legal title/counterpart leases.

 

Working Knowledge of the legal framework and lease documentation, contract and company law.

 

Corporate governance such as attending meetings (AGMs, EGMs, local committees, Directors and Resident associations). Provide company secretary services to ensure statutory returns are made and that the register of membership and minute books are kept.

 

Ensuring the management company and managing agents are complient with the Residential Tenancy Act 2004, Health & Safety Legislation, Fire Services Act 1981.

 

Preventative maintenance services

Cleaning, window and carpet cleaning, grounds and landscape maintenance plus waste management.

 

Mechanical and electrical services

Including plant servicing and maintenance,  lifts, air handling, AC, sewage and water distribution, Sump pumps; fire-safety systems; access and intercom systems; lighting, emergency lighting ; vehicular and pedestrian access control, CCTV.

 

Emergency repair and response

Includes that require immediate action, water damage, fire activation, sewerage.

 

Engineering Contractor

All our contractors are vetted to insure they are qualified to action repairs on faulty equipment and that they are insured to do so.

 

Liaising with consultants

And ongoing management of health and safety programmes; fire-safety systems management; energy-consumption management; after-hours emergency services; and janitor management.

 

 

Site inspections

Regular attendance to identify any faults or service failings.

 

 

House rules management

Can be an extensive role and difficult to deliver, given there are no real sanctions available to address infringements promptly and efficiently. The level of house rule abuse often depends on the occupier age and profile, location of the development and the ratio of owner occupiers to passing tenants.

 

 

Refurbishment and redecoration

Works of this nature must be planned and delivered as the requirement arises.

Responsibility for the arrangement of suitable insurance cover at competitive rates with minimum excess levels. Professional expertise is essential to ensure the building valuation for reinstatement is carried out competently and that the scope of cover for fire and perils insurance is adequate and appropriate.

 

Arranging additional cover for public liability and employers’ liability, alternative accommodation, and statutory lift engineering cover and at the discretion of the client, directors’ and officers’ liability cover.

 

An efficient claims-handling process is essential, particularly because of the level of multiple claims. Good policy administration and management is required to ensure owners' and mortgagors’ interests are noted on the policy.

Preparing and advising on the service charge budgets is central to managing agent’s role. The professionalism of the managing agent is tested and reflected in their ability to ensure service charge adequacy and the promotion and provision of a sinking fund.

 

The service charge billing and collection can be a lengthy and involved process: on average in Ireland only about 10% of owners pay on foot of the initial demand and so the operation of a debt-collection programme thereafter is required. This process will include the calculation and charging of interest in line with lease terms and arranging and coordinating legal action to ensure full recoveries.

 

Cash-flow management and day-to-day accounting together with income and expenditure reporting and the coordination and completion of the annual audit.

 

Sinking fund management: The arrangement and ongoing management of the funds falls to the managing agent (certification should more appropriately be undertaken by a chartered quantity surveyor).

Include Porter, Security, Caretaker and Concierge services.

 

Staff recruitment and administration having regard to the requirements of a development is a vital role for the managing agent.

 

This service includes:

 

The recruitment of all staff which includes making certain that each candidates employment and character records are satisfactory.

 

Arranging the execution of contracts of employment specifying terms and conditions of employment.

 

Ensuring satisfactory workmanship standards for all tasks.

 

Instructing and arranging training where necessary.

 

Overseeing work activities to ensure all duties are executed in a productive, efficient manner.

 

Managing sick leave, absenteeism, holiday entitlements and or overtime.

 

Arranging and implementing holiday cover on site as is necessary.

 

Providing Support and training to the personnel to deliver services in a courteous and service orientated manner.

 

Ensuring that equipment is provided and recorded in an inventory.

 

Arranging repairs and maintenance of the inventory.

 

Providing Staff Uniform and staff are wearing the appropriate clothing and footwear at all times on site.

 

Ensuring a well stocked first aid box and contents are provided.

 

Operating a salary scale programme which includes long stay service increments.

 

Arranging monthly remuneration, including statutory pay slips, all tax and social security deductions and statutory PAYE and PRSI returns to the Revenue Commissioners.

 

Ensuring compliance with all Health &Safety and HR legislation.

The procedures as follows:

 

An instruction procedure code will be furnished to security and consirage provider.

 

This schedual will also be held on site and will outline procidures for all eventuallaties.

 

Outlined will be the contact details for after hours service providers
Lifts, fire alarm,pluming contractor, electrical contractor.

 

This schedual will also define an emergency and outline emergency procidures.

 

In the event of a serious emergency (fire, flood , security breach etc) a list of after hours contacts will be provided.This will include mobile and home phone numbers of all seanior personel from emex facility management ltd.

 

It is our intention to plan for every eventuality , with forward planning and a methodical approach to emergencies. Our emergency procidures will outline how each sanario will be handeled in a step by step manour.