Produce annual anticipated Service Charge estimates for the coming year, to calculate service charges and reserves.

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.

Produce and circulate service charge accounts and supply information to leaseholder/tenants and residents' associations.

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.

Demand payment of receipts from tenants in a reasonable time, before they are due.

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.

Maintain efficient credit control and diligently pursue any arrears outstanding.

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.

Credit all tenant receipts to a designated Client Money Account.

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

Administer buildings and other insurances.

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).

Engage and supervise staff such as concierge, porters, security and cleaners.

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

Manage maintenance contracts.

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.

Regularly inspect property to check condition and deal with routine repairs.

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.

Look after all general enquiries from leaseholder/tenants.

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

Health & Safety

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.

Keep records on leases and other matters.

Keep landlords informed of changes in legal requirements and check compliance with lease terms

Administer bank accounts held in trust for the leaseholders/tenants

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’

Pay contractors and suppliers.

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

Produce annual accounts and arrange for auditing and other statutory requirements.

Carry out Company Secretary duties

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.

Production of ‘Licence to Alter’ and ‘Letter of Consent’ regarding apartment alterations and works

Assist in the assignment process of apartments (liaising with solicitors and landlord).

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

Assist in the underletting process of apartments (liaising with solicitors and landlord).

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