Services

We prepare the Service Charge estimate for the coming year, and provide Directors with detailed financial information for their agreement prior to the issue of the coming years’ Service Charge estimate. Once the coming years estimate has been agreed, Mayfair Property Management Limited will provide an overall ‘Guide to Service Charge Estimate’ document, plus a broken-down estimate for each leaseholder, per their individual unit.

We appoint and assist independent auditors in the preparation and production of the annual Service Charge Financial Accounts, to comply with the Landlord and Tenant Act. Issue a copy of the final signed accounts to each leaseholder.

We produce and issue tenant demands for payment of Ground Rent & Service Charge amounts in a timely manner, allowing for the prompt collection of Service Charge amounts.

We use all reasonable endeavours to collect all receipts payable by tenants in a timely manner.  To maintain an efficient credit control system and to pursue and recover any arrears. Debt collection action is taken where necessary.

We ensure that tenant receipts are credited to the tenants Service Charge account immediately following receipt of funds, either via bank transfer or cheque.

We arrange and administer the insurance of the Property and the Plant against loss or damage by such risks as are normally covered under a comprehensive insurance policy (to include terrorism insurance where, and to the extent available).

We find, negotiate the contracts and supervise the staff necessary for the smooth running of the property.

We negotiate and if appropriate enter into any necessary maintenance contracts with any specialist firms (cleaning, security, concierge, service engineers etc.) in order to ensure the ongoing maintenance of the property.

We complete regular property inspections in order to identify any repair works that may be required. We also carry out a planned maintenance programme. By implementing a planned maintenance programme, we prevent minor problems from developing into something worse, which can reduce overall repair costs.

We are available to answer any enquiries no matter how large or small from leaseholders or tenants.

We coordinate all required Assessments and Inspections to ensure compliance with current Health & Safety and Fire Safety legislation. Health & Safety and Fire Safety Risk Assessments are commissioned and any recommendations are acted upon and implemented.

All site staff are fully trained in Health & Safety and have regular reviews.

All external contractors must provide Health & Safety Risk Assessments to ensure safe working practices.

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All clients’ monies are held in segregated ‘Client Money’ bank accounts. These bank accounts are reconciled to our internal ledgers on a weekly basis.

We hold separate designated bank accounts for ‘Client Money’, ‘Client Reserve Fund’, ‘Client Ground Rent’ and ‘Client Deposit Funds’

We ensure the timely processing and payment of contractors / suppliers’ invoices and to maintain the suppliers’ ledger, for reconciliation against the bank accounts.

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Maintain Company records (articles of association, share register etc.).

Appoint accountants to prepare the annual report and accounts.

Filing of information at Companies House.

Attend board meetings, annual leaseholders meeting and Annual General Meeting.

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We produce and issue pre-sale management information packs for the Vendor / Vendee solicitors.

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