What do Owner Corporation Managers actually do?

What Does an Owners Corporation Manager Actually Do in Victoria?

Owning an apartment, townhouse, commercial property or other strata-titled property in Victoria means sharing responsibility for certain spaces, services and facilities with other owners. Depending on the development, this could include gardens, hallways, lifts, driveways, roofs, security systems, car parks and other areas classified as common property.

Managing all of these shared responsibilities can involve a considerable amount of administration, planning, communication and financial oversight. That is where an Owners Corporation manager comes in.

But what does an Owners Corporation manager actually do? Are they responsible for making decisions, arranging repairs, collecting fees or resolving disputes?

The answer is that an Owners Corporation manager may assist with all of these areas—but their role is often misunderstood. Understanding what your manager should be doing can help your Owners Corporation committee set realistic expectations, identify service gaps and make more informed decisions about the management of your property.

At SELECT Strata Communities, we help Owners Corporations across Melbourne navigate their administrative, financial, maintenance and compliance responsibilities with greater clarity and confidence.

What Is an Owners Corporation Manager?

An Owners Corporation manager is a professional appointed to perform specific functions on behalf of an Owners Corporation.

The Owners Corporation itself consists of the owners of the lots within a strata-titled property. It remains the legal entity responsible for managing and administering the common property. The manager supports the Owners Corporation by carrying out the responsibilities and powers delegated to them under a management agreement or formal resolution.

In practical terms, the manager acts as the central point of coordination between owners, committee members, contractors, insurers, accountants and other service providers.

A good manager does more than process paperwork. They provide guidance, organise essential tasks, maintain records, help implement decisions and keep the Owners Corporation informed about its responsibilities.

However, the manager does not “own” the Owners Corporation or have unlimited authority. Significant decisions remain with the Owners Corporation or its elected committee, depending on the nature of the decision and the powers that have been delegated.

1. Managing Day-to-Day Administration

One of the most visible parts of an Owners Corporation manager’s role is handling day-to-day administration.

This may include:

• Managing correspondence from owners, residents and contractors
• Maintaining the Owners Corporation register
• Updating owner and contact information
• Issuing notices and other formal communications
• Keeping contracts, insurance documents and property records organised
• Responding to general enquiries
• Processing requests for Owners Corporation certificates
• Keeping committee members informed about current matters

Accurate and timely administration is essential. When records are incomplete, correspondence goes unanswered or responsibilities are unclear, even a relatively simple issue can become unnecessarily complicated.

An effective manager creates reliable systems so information can be located, shared and acted upon efficiently.

2. Organising Meetings and Recording Decisions

Owners Corporations make important decisions through meetings and ballots. These decisions may relate to budgets, maintenance projects, insurance, rules, appointments and other matters affecting the property.

An Owners Corporation manager will commonly help organise annual general meetings, special general meetings and committee meetings.

Their meeting services may include:

• Preparing and distributing notices and agendas
• Gathering quotations, reports and supporting documents
• Helping the committee prepare appropriate motions
• Confirming voting entitlements and proxies
• Attending or facilitating meetings
• Recording resolutions and preparing minutes
• Distributing meeting documents to owners
• Following up on approved actions

A capable manager should help make meetings productive rather than allowing them to become unfocused or dominated by unresolved procedural questions.

The manager may explain processes and provide professional guidance, but the decisions are ultimately made by the Owners Corporation or committee within their authority.

3. Preparing Budgets and Managing Finances

Every Owners Corporation needs adequate funds to meet its regular expenses and plan for future works.

The manager will generally assist the Owners Corporation with financial administration, including preparing a proposed annual budget for consideration and approval.

Financial management services may include:

• Preparing draft administrative and maintenance fund budgets
• Issuing levy notices
• Recording payments received from lot owners
• Monitoring overdue fees
• Paying approved invoices
• Maintaining financial records
• Preparing income and expenditure reports
• Arranging financial statements
• Providing financial information to the committee
• Helping forecast future expenditure

The manager does not personally decide how much owners will pay. Fees and budgets must be approved through the appropriate Owners Corporation decision-making process.

A strong manager will nevertheless help the committee understand the property’s financial position and make realistic recommendations. Setting fees too low may appear attractive in the short term, but it can lead to deferred maintenance, cash-flow problems and unexpected special levies.

Transparent reporting is equally important. Committee members should be able to understand where money is being spent, which invoices have been paid and whether the Owners Corporation is financially prepared for upcoming obligations.

4. Coordinating Common Property Maintenance

Maintenance is one of the most important—and sometimes most challenging—areas of Owners Corporation management.

The Owners Corporation is generally responsible for maintaining and repairing common property. The manager helps coordinate this responsibility by receiving maintenance reports, seeking instructions and arranging appropriate contractors.

This may involve:

• Logging maintenance requests
• Determining whether an issue appears to involve common or private property
• Obtaining quotations
• Engaging approved contractors
• Coordinating access to the property
• Monitoring the progress of works
• Communicating with owners and residents
• Reviewing invoices before payment
• Escalating urgent or complex matters to the committee
• Maintaining a record of completed works

Common property issues can include lift faults, damaged entry doors, lighting failures, roof leaks, blocked shared drains, security gate problems and damage to common gardens or facilities.

The manager’s role is normally to coordinate the response rather than personally perform the repair. Contractors with the appropriate skills, licences and insurance are engaged to complete the work.

It is also important to remember that not every maintenance issue is an Owners Corporation responsibility. Repairs to appliances, fittings or services located entirely within a private lot may remain the lot owner’s responsibility. SELECT’s Frequently Asked Questions provide useful guidance on common property, maintenance, meetings, fees and other Owners Corporation matters.

5. Assisting With Insurance

Owners Corporation insurance can be complex, particularly in larger, mixed-use or unusual developments.

An Owners Corporation manager may assist by:

• Arranging insurance valuations when required
• Obtaining renewal terms
• Presenting insurance information to the committee
• Coordinating policy renewals following approval
• Maintaining certificates of currency and policy records
• Notifying the insurer or broker of potential claims
• Assisting with claims documentation
• Coordinating communication between owners, contractors and insurers

The Owners Corporation remains responsible for ensuring that appropriate insurance is maintained. The manager’s role is to coordinate the process, provide information and help the Owners Corporation meet its obligations.

Insurance claims can take time, particularly where responsibility, damage or repair costs are disputed. Clear communication from the manager can make the process easier for owners and committee members to follow.

6. Supporting Compliance and Risk Management

Victorian Owners Corporations operate within a detailed legal and regulatory framework. They may also have responsibilities relating to contracts, workplace safety, essential services, building systems and property-specific rules.

A professional manager should help the committee understand when specialist advice may be needed and assist with implementing agreed actions.

This could include:

• Maintaining statutory and administrative records
• Helping the Owners Corporation follow correct meeting procedures
• Monitoring recurring contracts and renewal dates
• Coordinating safety or compliance inspections
• Assisting with rule administration
• Referring legal questions to qualified legal practitioners
• Helping the committee identify operational or financial risks
• Supporting long-term maintenance planning

Owners Corporation managers are not substitutes for lawyers, engineers, building surveyors, accountants or other technical experts. A good manager recognises the limits of their expertise and helps the Owners Corporation engage the right professional when specialist advice is required.

More general industry information and helpful links can be found through SELECT’s Resource Centre.

7. Communicating With Owners and Committees

Communication is central to effective Owners Corporation management.

Owners should know where to direct questions, how maintenance issues are being handled and when decisions have been made. Committee members should receive the information they need to provide instructions and carry out their duties.

A good Owners Corporation manager should communicate:

• Clearly
• Respectfully
• Within reasonable timeframes
• In language owners can understand
• With appropriate records and supporting information
• Proactively when delays, risks or important decisions arise

Not every issue can be resolved immediately. Contractors may be unavailable, quotations may take time, insurers may request further information and some decisions may require a meeting.

Even where an immediate solution is not possible, owners should not be left wondering whether their request has been received or what will happen next.

8. Helping Manage Disputes

Disagreements can arise over noise, parking, pets, renovations, maintenance responsibility, use of common property, unpaid fees and alleged breaches of Owners Corporation rules.

The manager may help by:

• Recording complaints
• Explaining the Owners Corporation’s grievance process
• Issuing correspondence authorised by the committee
• Providing relevant records
• Encouraging clear and respectful communication
• Arranging meetings or facilitating discussions
• Referring serious matters for mediation or legal advice

The manager should remain professional and impartial. Their role is not to take sides in personal disagreements, but to help the Owners Corporation apply its rules and processes consistently.

What an Owners Corporation Manager Does Not Do

It is equally important to understand the limits of the manager’s role.

An Owners Corporation manager generally does not:

• Make every decision without committee or owner approval
• Guarantee that all owners will agree
• Personally repair or inspect every maintenance issue
• Provide legal, engineering or building advice outside their qualifications
• Take responsibility for repairs inside privately owned lots
• Ignore the terms of the management agreement
• Override formal decisions made by the Owners Corporation

The manager’s authority depends on the functions delegated to them. A well-managed Owners Corporation therefore relies on a productive relationship between the manager, committee and lot owners.

Signs of a Good Owners Corporation Manager

A capable Owners Corporation manager should provide more than basic administration.

Look for a manager who:

• Responds consistently and communicates clearly
• Keeps accurate records
• Provides transparent financial reporting
• Follows up approved actions
• Understands Victorian Owners Corporation requirements
• Identifies risks before they become larger problems
• Works constructively with the committee
• Explains complex matters in practical terms
• Treats owners and residents respectfully
• Understands the particular needs of your property

No two Owners Corporations are exactly alike. A small group of townhouses may require a very different management approach from a large apartment building, commercial development or mixed-use property.

The service should be tailored to the size, complexity, facilities, financial position and priorities of the community.

Is It Time to Change Owners Corporation Managers?

Poor communication, unexplained costs, incomplete records and repeated delays can place unnecessary pressure on volunteer committee members and lot owners.

Changing managers may seem difficult, but the process can be straightforward when it is properly planned. Start by reviewing your current management agreement, confirming the decision-making authority of the Owners Corporation and understanding the notice or meeting requirements that may apply.

SELECT provides a clear pathway for communities considering a change. Visit Change to SELECT to learn more about the transition process. Alternatively, contact our office for a copy of the SELECT Transition Guide that will step you through the transition process in plain language.

Professional Owners Corporation Management Across Melbourne

The role of an Owners Corporation manager is broad. It involves administration, finance, meetings, maintenance coordination, insurance support, record keeping, communication and practical guidance.

Most importantly, the manager should make it easier for the Owners Corporation to operate effectively and protect the property’s shared assets.

When the relationship works well, the committee remains informed, owners know where to turn for support and important tasks are followed through with care and accountability.

Are you reviewing your current management arrangements or looking for greater support for your Owners Corporation?

Speak to a Strata Management Expert today and discover how SELECT Strata Communities can help make Owners Corporation management clearer, more responsive and less stressful.