Your Property Manager in Vitrolles

What are our responsibilities as a property management company ?

Our role is to manage all administrative, financial, legal, and technical aspects of your condominium, as well as its maintenance.

Administrative Management of the Condominium

- Organize and oversee general meetings: invitations, minutes, and implementation of decisions made
- Keep official documents up to date: owners’ register, summary sheet, and maintenance log
- Manage and archive condominium files: contracts, minutes, accounting, and administrative documents
- Update and monitor service provider contracts
- Provide and manage official condominium documents via a secure online portal

Financial and Accounting Management

- Prepare the annual budget and submit it for owners’ approval
- Collect regular and extraordinary fees, as well as contributions to the reserve fund
- Maintain accounting records and manage the condominium’s separate bank account
- Present annual accounts and their annexes at the general meeting
- Monitor cash flow and payments to suppliers and service providers
- Handle unpaid fees and, if necessary, initiate recovery procedures

Ensuring Legal and Regulatory Compliance

- Enforce the condominium regulations and decisions voted in general meetings
- Represent the condominium association in court and defend its interests
- Manage the association’s insurance and claims
- Ensure compliance with legal and regulatory obligations

Technical Management of the Building

- Ensure proper functioning of common equipment and maintenance of installations
- Order and supervise necessary work to preserve or improve the building
- Prepare quotes and tenders, and oversee service providers’ interventions
- Respond to emergencies and schedule mandatory technical inspections

Maintenance and Safety of the Building

- Organize regular maintenance of common areas and equipment
- Ensure routine upkeep of technical and safety installations
- Manage emergencies and incidents to maintain the building in good condition
- Monitor compliance and prevent risks to ensure occupant safety

Informing and Supporting Owners

- Maintain clear and regular communication with the condominium board and owners (day-to-day management, ongoing work, voted decisions, and important deadlines)
- Ensure management transparency by providing access to all essential documents (accounts, contracts, quotes, minutes, budgets) via a secure online portal
- Advise and assist owners in understanding decisions and ongoing works
- Foster dialogue and trust within the condominium by maintaining a close, responsive, and transparent relationship between the management company and residents

Appointment and Duties of the Property Manager: What You Need to Know

Appointment of the Property Manager

The appointment of a property manager is mandatory as soon as a building becomes a condominium. If no manager is appointed, any co-owner can convene a general meeting to designate one. If no action is taken, the president of the judicial court may intervene and appoint a temporary administrator to manage the property.

The law also requires that multiple managers be considered so that co-owners can compare offers and choose the one that best meets their needs. The vote is taken by an absolute majority. Even if no competitive process is conducted, the appointment of the manager remains legally valid.

Contract and Main Duties

The property manager signs a standard contract, defined by decree, specifying the services included in the fee :
- Administrative and financial management of the condominium
- Organizing general meetings and following up on decisions made
- Accounting, collection of fees, and management of unpaid charges
- Routine maintenance and upkeep of common areas
- Managing insurance and handling claims
- General administration, updating the maintenance log, and the condominium summary sheet

Certain additional services, such as extra meetings or exceptional technical interventions, may incur supplementary fees.

Transparency and Information

Since 2021, the manager must provide an information sheet detailing prices and services, including the annual flat fee, availability hours and modalities, the number of visits and meetings planned, and rates for additional services.
Each year, the manager also prepares the condominium summary sheet, which consolidates essential financial and technical information, such as the number of units, fees, common facilities, unpaid charges, and reserve funds. This sheet must be made available to all co-owners.

Responsibilities and End of Term

The property manager is responsible for fulfilling their duties and can be held liable in case of neglect or inaction. The condominium board or co-owners may take action to assert their rights and protect the interests of the condominium.
When a manager leaves their position or resigns, they must transfer to the new manager, within specified deadlines: the financial situation, bank accounts, and all condominium documents and archives. Failure to do so may result in legal action.