• Review existing contracts entered into by the Management Corporation and advise on the retention and/or selection and appointment of contractors and/or specialists as may be required for the estate;
• Work out, recommend and enforce approved procedures as regards collection of maintenance charges, expenditure in respect of maintenance and repair works and use and control of common property;
• Conduct regular inspections and ensure that the estate, its installations and surroundings are properly maintained and serviced;
• Obtain the approval of the Management Corporation for individual repairs/replacements to the common property where the expenses exceed the approved financial authority, except for emergency repairs or, if in the Managing Agent’s opinion, the repairs/replacements are necessary to prevent life threatening situations or to prevent the said property from damage or to maintain essential services of the said property. The Managing Agent shall seek ratification of such expenditure from the Management Corporation soonest possible;
• Supervise and certify job done by contractors and make recommendations for payment;
• Attend to and comply with all correspondences, circulars and notices issued by the relevant authorities;
• Attend to complaints, queries and suggestions made by owners and/or their tenants and to establish and maintain good rapport with owners and/or their tenants;
• Prepare and send out circulars, notices and letters to owners and/or their tenants on matter relating to the management and maintenance of the estate;
• Liaise with solicitors, accountants, architects, engineers, etc. on professional matters and any outstanding issues affecting the smooth running of the estate. Advise and update regularly the Committee on the development of these matters and issues;
• Assist the Management Corporation to prepare By-Laws of the Corporation and make recommendations and improvements as and when necessary;
• Prepare monthly Managing Agent’s report to Council Members on events and actions taken pertaining to the maintenance and management of the estate; and
• Maintain and update from time to time the estate standard checklist for operational and maintenance activities.

• To attend all correspondences related to the property on behalf of the Management Corporation;
• To deal with complaints, queries and suggestions received and keep records of such complaints, queries and suggestions. Where necessary, the Managing Agent shall bring such complaints, queries and suggestions to the attention of the Management Corporation;
• To review, recommend and arrange to take up insurance policies against fire, public liability, workmen’s compensation, and any other insurance as directed by the Management Corporation;
• To manage and maintain proper records and files of correspondence, documents and materials pertaining to Management Corporation matters;
• To maintain and update the Strata Roll of the property;
• To inform the Management Corporation accordingly upon receipt of any notices from the authorities;
• To control and manage the use of the common property, including any recreational and carpark facilities;
• To serve notices to any person in the property to comply with or remedy a breach of any of the Management Corporation by-laws approved by the Management Corporation; and
• To co-ordinate applications to the relevant authorities for any licenses and/or permits.

• Arrange for billing and collection of maintenance contributions based on share values approved by the Commissioner of Buildings;
• Collection of other charges, fees, expenses, rent and deposits levied by the Management Corporation for the issue of passes, renovations, use of function room, booking of BBQ Pits or other communal facilities and common property and refunds thereof;
• Make payments to contractors, suppliers, firms or companies servicing the Management Corporation;
• Maintain a complete set of books for all transactions relating to the maintenance contributions;
• To prepare annual budget for Management and Sinking Fund for approval at Annual General Meeting;
• Prepare monthly financial reports which include the Income and Expenditure Statement, Balance Sheet, Accounts Receivable and Accounts Payable Statements;
• Liaise with solicitors for recovery of maintenance contributions arrears;
• Liaise with external auditors for auditing and preparation of annual financial statements and submit same to the Commissioner of Buildings; and
• Advise the Management Council on prudent utilization of funds available to the estate.

Subject to the terms of engagement we also offer DPO-As-A-Service shall cover the following scope of work (“DPOAAS”)

Proposed Scope of Work:

1. Provide a designated Data Protection Officer (“DPO”) for an agreed period (usually the term of the MA services) to be registered with PDPC.
2. Perform annual review / risk assessment on processes and conduct on-site audit.
3. Help develop data handling processes, retention policies and overall Data Protection Management Plan (“DPMP”).Review of organization data collection and PDPA terms and conditions.
4. Register named individual on notice board(s) and online presence (if applicable) as appointed DPO.
5. Liaising, responding and advising ongoing communication with the Personal Data Protection Commission (“PDPC”) on any relevant enquires or complaints.

Our Fees:

Depending on the size of the Estate, our fees for the Agreed Scope of Work starts at a fixed rate of S$100 per month (exclusive of GST and disbursements). Payable in advance. This service and fees charged, is in addition to and is independent of the Managing Agent Services.

By default, the DPOAAS engagement will automatically renew with the Managing Services, to prevent a lapse in the ongoing PDPA compliance efforts and mandatory appointment of a Data Protection Officer. The DPOAAS can be mutually terminated by serving a one month written notice by either Parties.