Property Management | Astrodon
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PROPERTY MANAGEMENT

THE MARKET LEADERS

Property Management

Schemes Management

Astrodon is a market leader in residential property management. We are focused on providing excellent customer service and effective management and support to property owners, trustees and directors.

Irrespective of the size of the scheme managed, Astrodon ensures that each client receives all services promptly and efficiently. Being an Astrodon client you will not be just another number on our books, as happens with other managing agents.

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Once Astrodon has been appointed, a member of the Directorate and/or Senior Management will assume overall responsibility to ensure that a proper handover takes place between the previous agents and that all required information is received, enabling us to efficiently manage the scheme.

In the event of a handover from a previous managing agent, Astrodon undertakes to ensure that the correct notice is served upon said previous managing agent, including drafting of the notice, signing, and serving of the same on the managing agent in terms of regulations. There is no additional charge in terms of such services, nor does Astrodon charge a sign-on fee for any new scheme’s managed and taken over from other agents.

Each scheme managed by Astrodon will be appointed a dedicated Portfolio Manager, reporting directly to a member of Astrodon’s Management Team, to ensure optimal continuity of service delivery and practices. This provides our clients with the assurance that our property management advice and the legalities around the management of the complex and regulations are handled professionally and efficiently.

Back office processing is managed daily to ensure that queries are attended to and we pride ourselves on our ability to ensure that all matters are attended to within two (2) working days. Our financial records are compiled on Pastel Accounting, incorporated into advanced management systems designed and written specifically for Astrodon to ensure the latest technology is used, ensuring transparency to all clients by issuing as much supporting documentation to monthly financials as possible.

All reports are fully automated and our monthly detailed financial packs would include the following custom report writing: Detailed Monthly Levy Rolls, Maintenance Reports, Maintenance Tracking and Insurance Claim Tracking. Should any client require individual custom reports, such reports could be considered for development and would be rolled out to all our clients should it be considered as a vital management tool for trustees/directors of scheme’s managed by us.  

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When it comes to banking we offer our clients the option of either utilising our Estate Agency Affairs Board section 32 global trust account, as duly registered in terms of regulations, or an individual Standard Bank PFA section 32 Trust account opened for the scheme in the Scheme’s name in terms of the EAAB trust regulations, ensuring our clients’ peace of mind and enabling Astrodon to produce accurate monthly individual bank statements and to invest excess funds on behalf of the scheme in terms of CSOS and the Maintenance Reserve Funds without any delays.

Prior to the commencement of services and upon the election of new trustees at the annual general meeting of the scheme the Community Scheme’s Ombud Services, Financial Management, and Schemes Meeting Management Requirements designed by Astrodon for Astrodon’s clients are handed to all appointed trustees.

TO DOWNLOAD A COPY OF THE COMMUNITY SCHEME'S OMBUD OR FINANCIAL MANAGEMENT AND SCHEME'S MANAGEMENT REQUIREMENTS, PLEASE LOG IN
 

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Ongoing communication is routinely forwarded to all the unit owners, informing them of changes and amendments to the Sectional Titles Act and general property-related topics, including changes to the Companies Act affecting Homeowners Associations.

In accordance with regulations, Astrodon is registered with all the necessary statutory and regulatory bodies, including the Estate Agents Affairs Board.

Body Corporate Schemes
Our management fees are inclusive of the following services:
 

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  1. Monthly Collection of levies and effective credit control
  2. Daily payment of creditors on behalf of the scheme, including salaries, wages, services, etc. from available funds in the scheme’s bank account
  3. Municipal/Council account reconciliations and prompt payment thereof
  4. Preparation for Annual General Meetings within 4 months of the financial year end, as prescribed by regulations
  5. Accurate reports covering:
      1. Owners’ statements sent out between the 20th and 22nd of each and every month, allowing sufficient time to raise queries if need be to avoid payment delays
      2. Monthly financial packs, including detailed income statements, balance sheets, bank reconciliations, bank statements, council reconciliations, detailed levy roll, actual bank statements, copies of all invoices and POP
      3. Preparation of annual budgets and financial statements for submission to the auditors in terms of regulations
      4. Credit control arrears reports from attorneys
      5. Cash flow reports
  6. Quarterly trustee meetings attended by the appointed Portfolio Manager
  7. Maintain statutory records, including taking minutes, attendance registers, and trustee decisions
  8. Maintenance quotes – arrange for quotes from our approved service or maintenance providers; non-approved suppliers’ quotes can be arranged on request
  9. Arrangements for audits within three months of the financial year end by the appointed auditors in terms of regulations, preparation of budgets, levy calculations in accordance with budget requirements, and monthly meter readings via approved service providers.
  10. Negotiations with relevant councils to ensure that the Body Corporate receives the correct council rebates, i.e. asset rates and utilities based on multiple units and not single dwellings or vacant land
  11. Ensuring correct insurance cover, including valuations and claims management
  12. Registration of schemes at SARS in terms of PAYE/UIF and WMC
  13. Registration of scheme’s at CSOS in terms of regulations and ensuring that the correct contributions are collected from owners and paid to CSOS
Homeowners' Associations (HOAS)
 

In addition to the services provided to Body Corporates, Astrodon’s property management services for HOAs include the following as prescribed for a Section 21 non-profit company:

  1. Management of statutory information
  2. Assistance in updating of CIPRO documents and directors in conjunction with the appointed auditors
  3. Registrations for applicable Section 21 companies (on request)
Technology

Our clients enjoy the benefits of our advanced technology being utilised to ensure continuity in service delivery. By employing dedicated software developers, at Astrodon we ensure that all processes in terms of report generation and electronic tracking of all processes within our offices in respect of service delivery to our clients are handled promptly and efficiently.

Back office processing is managed daily to ensure that queries are attended to and we pride ourselves on our ability to ensure that all matters are attended to within 48 business hours. Our financial records are compiled on Pastel Accounting, incorporated into advanced management systems designed and written specifically for Astrodon to ensure the latest technology is used, offering transparency to all clients by issuing as much supporting documentation to monthly financials as possible.

All reports are fully automated and our monthly detailed financial packs would include the following custom report writing: Detailed Monthly Levy Rolls, Maintenance Reports, Maintenance Tracking and Insurance Claim Tracking. Should any client require individual custom reports, such reports could be considered for development and would be rolled out to all our clients should it be considered as a vital management tool for trustees/directors of schemes managed by us. 

REQUEST A TEMPORARY PASSWORD TO VIEW SAMPLES OF CURRENT REPORTS AVAILABLE
 
Banking

At Astrodon our bank accounts are covered under the Estate Agency Affairs Board Fidelity Fund in terms of regulations and independently audited annually, of which our reports are duly submitted to the EAAB in terms of regulations by no later than 30 June annually.

When it comes to banking we offer our clients the option of either utilising our Estate Agency Affairs Board section 32 global trust account, as duly registered in terms of regulations, or an individual Standard Bank PFA section 32 Trust account opened for the scheme in the Scheme’s name in terms of the EAAB trust regulations, ensuring our clients’ peace of mind and enabling Astrodon to produce accurate monthly individual bank statements and to invest excess funds on behalf of the scheme in terms of CSOS and the Maintenance Reserve Funds without any delays.

For existing scheme’s contracting with Astrodon who have their own bank accounts Astrodon will gladly take control of such accounts, provided that Astrodon would be the sole signatory of the account in terms of Section 32 Trust Accounts in order to be covered by our EAAB fidelity fund certificate.

Should the scheme’s trustees/directors insist on being signatories of the account and to exercise control over the account, Astrodon would require internet viewing access on the account in order to perform the daily duties in terms of our SLA. It is noted that such accounts will not be covered by the EAAB fidelity fund cover as the control of the account and payments will be handled by a third party and the scheme will have to have their own fidelity cover in terms of regulations.

We also note that various options are available in terms of loading and releasing of creditor payments.

Registration for Owners, Tenants or trustees

We hereby confirm that upon registering as an Owner or a Tenant of a Scheme managed by Astrodon, the functionalities hereunder will be available to you as a registered owner or tenant of a Section. This information will be available 24/7 on the web portal of each Scheme managed by us:

 

REGISTER AS AN

OWNER

Once registered you will be able to login at any time to view details and information pertaining to the property or properties that you own

REGISTER AS AN

TENANT

Once registered you will be able to login at any time to view details and information pertaining to the property that you are renting

REGISTER AS AN

TRUSTEE

Once registered you will be able to login at any time to view details and information pertaining to where you are a trustee

 

Project Maintenance

Experienced project maintenance staff will ensure that major alterations, renovations or maintenance projects are carried out in accordance with client specifications, thus alleviating pressure from the trustees/directors.

Clients benefit from Astrodon’s bulk buying power. Due to us managing in excess of 8000 units, we can arrange better rates from approved contractors and pass these on to our clients directly.

All contractors utilised have been approved as part of our Approved Suppliers Listing. In most cases the general maintenance of complexes can prove costly and time consuming, and the appointment of professional service providers is paramount for service delivery.

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Payroll Services

Many scheme’s find it difficult when appointing managing agents to ensure that the appointed agents are indeed ensuring compliance in terms of the various regulations and are looking for the assurance that they are compliant with local employment and income tax legislation.   Astrodon offers a fully managed payroll service covering processing, administration, and compliance.

  1. SARS monthly submissions and registrations of PAYE/UIF
  2. SARS bi-annual and annual submissions in terms of IT3 and IRP5 certificates
  3. Workman’s Compensation annual returns and registrations
  4. Monthly payroll processing and issuing of monthly pay slips to workers
  5. Assistance in terms of CCMA disputes and management of workers

Growth within the residential property industry has increased the need for performance and governance.

Maintenance

At Astrodon we are committed to providing timeous and effective maintenance for all our clients. If you are a registered member and need urgent assistance, simply log in and report a fault, or click the registration button if you are a member still needing to register for these services:

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See our Maintenance page for more information

Additional Services

 

Astrodon also offers the following services, and quotes are available on request for both current clients and prospective new clients:

  1. Maintenance and building services contracts, including monthly maintenance agreements in respect of gates/electric fencing
  2. Electrical compliance certificates in respect of individual units and schemes’ electric fencing
  3. Estate management services, including roaming estate manager services for smaller schemes
  4. Executive management services in terms of regulations.
  5. Liaising with attorneys on legal issues and assisting clients with legal advise
  6. Advising and assisting on procedural matters such as general meetings, special meetings, quorums, proxies, resolutions, voting rights and CSOS
  7. Human Resources assistance in terms of CCMA disputes and Labour-related matters
  8. Writing up of financial statements
  1. Home letting

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  2. Residential sales

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  3. Property valuations

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  4. Bond applications

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Legislation

In order to make sure that all schemes are run correctly and in accordance with the latest legislation, clients are able to download the following pertinent documents required by all scheme owners. 

  Community Schemes Ombud Service Act

  Schedule of Levies & Fees Regulation

  Sectional Titles Schemes Management Act

  STSMA Regulations

  Astrodon FFC 2019

  Astrodon Gauteng FFC 2019

Debt Collection

As part of the property management services performed by Astrodon, debt collection is handled expertly and efficiently through Centrec Trust Financial Services (Pty) Ltd, a wholly owned subsidiary of Astrodon. Through Centrec’s well-organised and technologically advanced capabilities Astrodon is able to alleviate unnecessary time constraints while maintaining and managing a total debtor’s book of under 4%, while the current industry norm is well above 60% in arrears.

According to legislation, levies are due and payable on the 1st day of the month in advance.

Should any section owner fail to settle the amount due in terms of his or her section by the 7th of the month (funds must reflect in the nominated bank account by the 7th of the month) the following process will be followed, of which any and all costs incurred herein would be debited and recovered from the defaulting owners levy account:

  1. 8th of the month – Reminder letter and SMS informing the owner of non-payment
  2. 12th to 14th of the month – Notice and SMS informing the owner of restriction of utility supply
  3. 17th to 19th of the month – SMS confirmation of restriction due to non-payment

We confirm that all Sectional Title scheme’s are supplied by the local authority with a bulk meter supply irrespective whether the actual meter supply to the unit is Prepaid or Conventional metering. We confirm that restriction of supply will occur on both Prepaid and Conventional metering, as the scheme would still be liable for all consumption registered on the scheme’s bulk meter with the local authority, and failure to settle the amounts due in respect of the billing from the local authority will result in the termination of all services to the entire scheme, not only the individual whom failed to settle their accounts.

Centrec is registered with the Council for Debt Collectors in terms of the Debt Collections Act 114 of 1998, which regulates the professional conduct of debt collectors.

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