Building Management Roles and Responsibilities Overview

This is a guide to assist our staff in understanding the roles of entities managing strata buildings.

Effective building management depends on key roles: Owners Corporation (OC), Strata
Committee (SC), Strata Manager (SM), and Building Manager (BM). Each ensures legal
compliance, financial oversight, and smooth operations. This page outlines their
responsibilities for optimal building performance, safety, and efficiency.

Owners Corporation (OC) Responsibilities

General Oversight and Legal Compliance

Ensures compliance with the Strata Schemes Management Act
Aligns with legislative requirements and financial obligations and provides or obtains legal advice as necessary
Holds principal responsibility for managing the scheme

Extraordinary General Meetings (EGM)

Owners vote on instructions to guide actions and decisions.
These include a range of legislative requirements including any major work applications

Attend and Vote at Annual General Meeting (AGM)

Reviews and adopts the finances from the previous year and sets the budget for the following year
Determines the levies to ensure enough funds are collected for the scheme’s management, including both operational (Opex) and capital expenditure (Capex) funds

Decision Making

Makes decisions regarding legal actions, obtaining legal advice, or amending/adopting by-laws
Approves decisions including actions where there are significant financial consequences or impacts, such as defect remediation works
Provides direction and appoints representative (Strata Committee)

Strata Committee (SC) Responsibilities and Roles

The SC acts as the representatives of OC and providing instructions to the Strata Manager a / or building

Key Responsibilities of the Strata Committee:

Representing the Owners Corporation
SC represents the OC’s decisions, ensuring owner issues are addressed in a timely manner

Financial and Maintenance Oversight
Reviews and approves quotes for repairs/upgrades.
Ensures expenditures align with the approved budgets

Compliance with By-Laws and Regulations

Monitors by-law enforcement
Addresses any breaches identified within the building

Empowering the SM and BM

Empowers SM and BM to carry out duties as instructed by the OC at the AGM
Facilitates the terms of the managers’ contracts
Removes any obstacles that prevent managers from fulfilling their responsibilities

Office Bearers

Once the OC elects the SC, the committee members then decide on the following office-bearer positions:

Chairperson
Presides over meetings
Ensures smooth operations and makes procedural decisions
Secretary
Handles administrative tasks
Organises meetings, prepares minutes, and maintains records

Treasurer

Manages finances, including levies, records, and financial statements

Strata Manager (SM) Responsibilities

The SM plays a pivotal role in ensuring the management of the operational and legislative functions of the building.

Reporting and Compliance

Reports directly to the SC, providing regular updates on maintenance, budget, repairs, and legal matters.
Oversees legal compliance and resolves disputes within the building.
Has legislative requirements to act on behalf of the OC.

Attending AGMs and Committee Meetings

Attends AGMs and committee meetings alongside the BM.
Prepares meeting agendas and minutes and ensures proper documentation.

Work Order Management

Manages and prioritises work orders, ensuring repairs and maintenance tasks are completed promptly and within budget.
Oversees contractors to ensure quality standards are met. (if no building manager on-site).
Instructs and assists the BM in carrying out their role.

Advisory Role

Advises on the division of responsibilities between Lot Owners (LO) and the OC, ensuring clarity in managing common property and private areas.
Provides guidance on by-law matters.

Budgeting and Financials

Prepares and manages the overall budget for the building, processes invoices, and manages payments to ensure financial efficiency.
Legislation provides SM to provide a Trust Account for OC.

Incident Management

Handles financial and legal aspects of incident management, including insurance claims and related matters.

Long-Term Projects

Ensures financial and legal approvals are in place for large projects, such as major repairs or upgrades.

Building Manager (BM) Responsibilities

The BM is responsible for overseeing the physical operations of the building and managing day-to-day maintenance

Reporting

Reports directly to the SC and SM, providing regular updates on building operations, maintenance issues, and current projects

Daily Inspections and Routine Maintenance

Conducts daily inspections of common areas, fire stairs, car parks, exterior, and mailbox areas using the Daily Routine Schedule.
Logs issues (e.g., lighting, rubbish, damage, safety hazards) in the Building Works Required Document to ensure that issues are tracked and resolved

Issue Management and Contractor Oversight

Coordinates repairs and maintenance, liaising with contractors to ensure timely resolution of building issues
Ensures contractors adhere to safety and quality standards, and approves maintenance work before payments are made
Ensures a preventative maintenance system for assets is enacted

AGMs and Meetings

Attends AGMs and committee meetings alongside the Strata Manager
Reports on the operational state of the building and provides input on agenda items

Security and Emergency Response

Monitors CCTV systems and oversees building security
Responds to incidents such as unauthorized entry, alarms, and emergencies, working closely with security staff and the police.
Verifies identity and follows emergency access procedures for law enforcement

Maintenance of Building Systems and Equipment

Manages the maintenance of a building’s assets including elevators, fire safety systems, security, and air-conditioning systems
Schedules routine inspections and repairs with contractors

Sustainability and Efficiency Improvements

Identifies areas to improve operational efficiency and sustainability, implementing practices to reduce costs and enhance the life expectancy of building assets (e.g. energy management, waste reduction)

Records and Documentation

Maintains up-to-date records on maintenance logs, work orders, vendor contracts, and financial records related to building operations

Maintenance and Repairs

Handles daily maintenance tasks and identifies any repair needs promptly, ensuring the building is well-maintained.

Budgeting and Financials

Reviews the proposed budget and provides input on maintenance costs
Assist in the approval process of invoices for payment in line with the building’s financial plan

Incident Management

Takes immediate action during emergencies, ensuring that any incidents are managed effectively and efficiently
Normally provides a 24 hour Emergency response system to the OC

Legal and Compliance

Enforces building by-laws on-site, addresses tenant issues, and ensures compliance with building regulations

Meetings and Reporting

Reports on building operations through regular reporting and provides updates at meetings, keeping the SC and SM informed

Long-Term Projects

Coordinates contractors and manages the practical aspects of long-term capital works or major projects, ensuring they are completed on time and within budget

Emergency Access, Security, and Protocols

BMs manage emergency access, ensure police verification for warrants, handle forcible entry with prior notice, respond to urgent incidents including medical emergencies, equipment failures, coordinate fire drills, and ensure compliance with WHS safety guidelines

Technology and Building Management Systems

At BMA, we utilise advanced technology, including Buildinglink, MYBOS, BuildingManager.com, Office 365, and SharePoint, to efficiently manage building operations, track maintenance, streamline communication, and ensure secure, accurate task reporting

Conclusion

As a leading building management company, Building Management Australia (BMA) provides expert support in all aspects of building management, ensuring optimal operations of the building. By adhering to BMA’s Operational Procedure and leveraging cutting-edge technologies, we ensure that our clients receive a consistent, high-quality service.

Our team works collaboratively with owners, residents, and contractors to maintain and improve the building environment, ensuring the highest standards of safety, efficiency, and sustainability.

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