• Prepare and maintain asset register
• Prepare and maintain register listing scheduled service providers
• Prepare and maintain contracts register
• Conduct daily inspections of Common Property (lobbies, hallways, facilities and amenities)

• Provide assistance to the Building Manager where necessary in accordance with Owners Corporation instruction
• Develop procurement policy with Committee

• Liaise with and provide instruction to Building and Owners Corporation Managers

• Carry out routine inspection of building infrastructure and assets to ensure effective operation
• Make recommendations to required maintenance to building plant & equipment
• Create scope of works document for minor works
• Engage service providers (issue work orders where applicable) in accordance with Owners Corporation’s procurement policy
• Source competitive quotations for works in accordance with Owners Corporation requirements
• Ensure works are carried out by relevant trades/companies in accordance with warranties and as per scope of works
• Confirm satisfactory completion of works (if competent to do so)
• Management of cleaning staff
• Respond to emergency breakdowns and complete fixes as per approval processes
• Monitor Maintenance Plan and make recommendations as to whether proposed upgrade/replacement works should occur
• Implement works
• Act as the Project Manager for minor upgrade & replacement works

Concierge

• Shift checks of swimming pool for compliance and risk.
• Shift check of water tanks
• Shift check of water pumps
• Bin chute bottle drops/checks
• Bin chute blockages cleared.
• Pool glass roof checked every shift

• Seek approval from Committee for works above Building Manager’s approval level & inform Building Manager
• Provide support to Building Manager relating to service provider recommendations
• Obtain quotes from service providers to prepare Maintenance Plan and submit to Committee for approval
• Establish a fund for long term maintenance
• Act as the main point of contact where a Project Manager has been engaged
• Manage contractual disputes
• Manage payment process for works complete
• Engage contractors (issue work orders)

• Approve Owners Corporation’s procurement policy
• Approve works above Building Manager’s approval level
• Approve Maintenance Plan preparation quote
• Review Maintenance Plan and approve

• Source quotations from appropriate providers in accordance with Owners Corporation approved scope of worksProvide summary of quotations received and make
  (where applicable) recommendations.
• Implement works/issue work orders as approved by the Committee
• For minor capital works act as the Project Manager (if capable)
• For major capital works recommend project management company and seek proposals
• Act as the main point of contact where a Project Manager has been engaged

• Source submissions from experts regarding development of scope of works/specifications and tender processes
• Liaise with Owners Corporation regarding tender process and provide assistance where required,
• Attend meetings when and where required,
• Implement works/issue work
• Work with experts and manage contractual disputes
• Manage payment process for works upon satisfactory completion

• Liaise with and provide instruction to Building and Owners Corporation Managers regarding scopes/specifications and tender processes,
• Review submissions from experts regarding scope of works/specification and tender processes,
• Oversee tender process,
• Review and assess tender submissions,
• Discuss and decide upon successful contractor and provide instructions to Building and Owners Corporation Managers.
• Sign contractor contracts

• Liaise with consultants including engineers & surveyors
• Monitor works and inspect upon completion

• Provide advice to the Committee in relation to dealing with building works that are deemed to be defects as per Building Code of Australia (BCA)
• Manage process of acting against relevant parties in relation to rectification of building defects
• Liaise with and provide instruction to consultants/ experts/solicitors in accordance with authority of the Owners Corporation formally delegated

• Liaise with and provide instruction to the Building and Owners Corporation Managers
• Liaise with and provide instruction to consultants/ experts/solicitors

• Receive requests to undertake private building works and ensure supporting documentation is relevant and adequate
• Monitor approved private building works and inspect associated common areas prior to works being completed, throughout, and upon completion to ensure no damage has occurred
• Process Bond Payments where applicable Liaise with Owners Corporation manager and provide approval where Owners Corporation authority has been formally delegated

• Provide Owners/agents with OC approved renovation application forms
• Develop policies/ application forms under instruction of the Owners Corporation
• Receive request from Lot owner (via Building manager) to undertake private building works and submit to Committee for approval if required

• Liaise with Building and Owners Corporation Managers in regard to policies/procedures and provide instruction
• Approve private building works

• Monitor building for OH&S issues and take action to rectify or provide recommendation to Owners Corporation
• Ensure relevant building infrastructure/plant/ equipment meets compliance obligations (i.e. roof anchor points, cooling tower system registration, backflow prevention device)

Concierge

• Twice daily check of fire panel 8:00 PM and 3:00 AM
• Funding to security/ fire alarms when building manager is not on site.
• Balconies checked for breaches\fire hazards.
• Regular floor checks and common area cheques for water, damage or cleanliness

• Seek quotations for OH&S auditors
• Instigate OH&S audits when instructed by the Owners Corporation to do so, Act on behalf of the Owners Corporation as primary contact for 
• Regulators/Councils and Authorities

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Monitor building for OH&S issues and take action to rectify or provide recommendation to Owners Corporation
• Ensure relevant building infrastructure/plant/ equipment meets compliance obligations (i.e. roof anchor points, cooling tower system registration, backflow prevention device)

Concierge

• Twice daily check of fire panel 8:00 PM and 3:00 AM
• Funding to security/ fire alarms when building manager is not on site.
• Balconies checked for breaches\fire hazards.
• Regular floor checks and common area cheques for water, damage or cleanliness

• Seek quotations for OH&S auditors
• Instigate OH&S audits when instructed by the Owners Corporation to do so, Act on behalf of the Owners Corporation as primary contact for 
• Regulators/Councils and Authorities

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Induct new service providers to the building
• Check service providers have adequate compliance documentation (SWMS etc)
• Check service provider compliance documentation (Insurance etc)

• Perform audits of compliance documentation held by Building Managers
• In conjunction with the Building Manager on approved works, process invoice payments

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Ensure compliance with emergency planning requirements (evacuation diagrams/free and clear egress points or paths of travel/trial evacuations where necessary)
• Ensure compliance with Occupancy Permit’s maintenance schedule and Australian standards.
• Arrange Annual Essential Safety Measures Report.
• Liaise with and provide information to, where required, ESM auditors

Concierge

• Weekly check of Lift phones
• Weekly check of stairwell break glass

• Ensure Building Manager is provided with Occupancy Permit and understands its content and meaning
• Seek proposals from auditors and ensure auditors are briefed and the scope encompasses works as indicated on the Occupancy Permit,
• Submit proposals to the Committee
• Liaise with and provide information to, where required, Auditors

• Review and ensure compliance with Occupancy Permit
• Review submissions and provide instruction to the Building and Owners Corporation Managers regarding the engagement of an Auditor
• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Attend to enquiries from occupiers & visitors
• Obtain footage from CCTV system as required
• Carry out site/facility inductions

Concierge

• Welcoming all resident’s home
• Putting bins out and bringing bins in daily
• Newspaper delivery
• Providing a presence at front concierge desk to minimise unauthorised access to the property.
• Assisting with car park checks overnight.
• Assisting with retrieving CCTV footage as required
• Ensuring entrance and exits are secured 24/7
• Reporting any hazards or safety issues to management

• Liaise with and provide clarification regarding Rules, Act, Regulations where required
• Liaise with and clarify or communicate Committee policies/processes/ procedures where required

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Manage communications regarding upcoming works, or Committee/ OC initiatives, which may impact residents via Building Management Systems/ communication media (lift monitors or lobby screens),
• Post notices regarding upcoming works, or Committee/OC initiatives, which may impact residents on notice boards

Concierge

• Notifications that our parcel is ready to be collected.
• Maintain up to date personal details for each resident in MYBOS

• Liaise with Building Manager to develop communication to residents as needed.

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Manage occupiers moving in/out of building in accordance with Owners Corporation policy
• Induct new occupiers to the building facilities and amenities

Concierge

• Book and handle move in & move outs and building general induction. (Approx 80 – 100 moves per month or 4 per day)
• Managing illegal moves – not booked overnight.

• Develop policy as required and instructed by the Owners Corporation.
• Provide Policy to and instruct Building Manager in regard to application of move in and out policy on behalf of the Owners Corporation

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Manage bookings of amenities and process bond payments where applicable
• Inspect amenities post and prior bookings to record condition and report damage to Owners Corporation manager 
• Obtain quotations for repairs and forward to Owners Corporation Manager

• Advise owner/agent of damage cause and recover costs for damage where applicable

• Liaise with and provide instructions to Building and Owners Corporation Managers when and as required

• Issue access devices to occupiers in accordance with policy and process
• Maintain a register of access devices issued
• Carry out an annual audit of access devices in circulation to ensure building security

Concierge

• Activating and deactivating fobs and remotes
• Completing annual audit of Fobs and remote ‘s

• Develop policy and process as required and instructed by the Owners Corporation
• Provide confirmation of eligibility for access devices to be provided to occupiers
• Process payment of access device request

• Manage parcels delivered to occupiers using systems provided or in accordance with Owners Corporation policy and process

Concierge

• Parcel management (Approx 4000 – 4500 parcels each month or approx. 140 per day)
• Perishable goods delivery (food boxes)

• Liaise with, provide assistance to and follow instructions provided by Owners Corporation Manager and Owners Corporation.

• Keep Owners Corporation records
• Maintain the Owners Corporation register
• Issue Owners Corporation Certificates
• Action received correspondance/ request
• Implement the decisions and instructions of the Owners Corporation with respect to its duties and functions
• Arrange lodgment of Owners Corporation rule
• Attend to Owner

• Liaise with and provide instruction to Building and Owners Corporation Managers

• Monitor compliance of Owners Corporation rules by occupiers/visitors & make initial contact with offender in the case of a potential Breach. Escalate to OC Manager if breach not rectified.

• Provide written advice and guidance to the Owners Corporation on request
• Commence dispute resolution process if Building Manager has escalated a rule breach or an official complaint is received from an occupier/ owner

• Liaise with and provide instruction to Building and Owners Corporation Managers
• Provide guidance on rule enforcement policy
• Attend grievance meeting

• Assess Common Property and notity the Owners Corporation Manager or Owners Corporation of any potential risks,
• Source quotations for repairs when and where required.

• Arrange through the Broker/ Insurer quotations for Insurance renewal and provide to the Committee for review and instructions
• Ensure renewal of the policy(s) prior to expiry
• Provide a summary of claims to the committee of the Owners Corporation at each Committee Meeting
• Arrange valuation of the cost of reinstatement & replacement of the building in accordance with instructions of the Owners Corporation
• Manage insurance claims relating to common areas in accordance with instructions of the Owners Corporation
• Provide instructions to the Broker/Insurer in accordance with Committee instructions,
• Liaise with the Building Manager in regard to risk identification,
• Notify the Owners Corporation and Broker/ Insurer of any risks
• Notify the Owner Corporation and Broker/ Insurer when in receipt of Notices issued by relevant authorities.

• Review insurance quotations and Broker recommendations and provide instructions to the Owners Corporation Manager within 7 days of expiry date.
• Assess any risks identified by either the Owners Corporation Manager/ Broker/Insurer/Building Manager and provide instructions accordingly 
• Review notices issued by relevant authorities and provide instruction to either the Owners Corporation Manager/ Broker/insurer/Building Manager
• Review Claims History and provide instructions to the Owners Corporation Manager about Claims processing

• Review and authorise invoices for payment where required

• Establish and operate a bank account in the name of the Owners Corporation
• Attend to reconciliation of the bank account
• Keep records of all revenue and expenditure and assets and liabilities of the Owners Corporation 
• Manage payment of invoice
• Carry out audits (or engage auditors to) in accordance with relevant legislation.
• Prepare and issue financial statements in accordance with Owners Corporation instruction

• Review financial statements provided, query where required and or authorise same,
• Provide direction regarding account allocation where required,
• Review and authorise invoices for payment where required.

• Familiarise themselves with repairs & maintenance works budget so to understand restraints

• Preparation and management of Owners Corporation budget

• Provide feedback and approve Owners Corporation budget 

• Issue notices to Lot owners for fees set and special fees levied by the Owners Corporation
• Collect Owners Corporation fees in accordance with Owners Corporation instructions,
• Manage debt recovery 

•  Liaise with and provide instruction to Owners Corporation Managers
• Authorise legal/debt recovery action where required

• Invest surplus Owners Corporation funds in accordance with Owners Corporation instructions

• Liaise with and provide instruction to Owners Corporation Managers

• ABN/GST registration/ deregistration
• Prepare and Lodge tax returns when required,
• Prepare and lodge BAS applications when required,
• Liaise with relevant authorities as required,

• Review and adopt audited financial statements
• Liaise with and provide instruction to Owners Corporation Managers

• Attend meetings (if required by Committee

• Convene Owners Corporation meetings (Annual General, Special General & Committee Meetings)
• Prepare and issue Notice of Meeting (i.e. meeting agenda and associated documents and distribute minutes)
• Attend and Chair meetings
• Submit Owners Corporation Manager’s report at AGM
• Prepare and conduct Owners Corporation postal ballots and Committee email ballots.

• Attend meetings
• Make decisions on behalf of the Owners Corporation