Services
Property management for homeowners‘ associations and landlords
Whether a homeowners‘ association or an apartment building: we look after your property with the same care we would want for our own home. Here you can find out what a property manager does for you and how we work.
What you see – and what happens behind the scenes
Of a property manager’s work, you usually only see the tip: the annual statement, the meeting, a circular. Most of it happens behind the scenes, so that everything in your building simply works.
What the owners see
- Budget
- Service charge statement
- Owners‘ meeting
- Circulars
- Notices in the building
- Presence on site at the property
- Personal advice and information
- Support with the sale of a flat
What the advisory board also sees
- Arranging maintenance and repairs: price enquiries, tenders, price comparisons, advice, awarding contracts and checking invoices
- Checking receipts
- Preparing the owners‘ meeting
- On-site inspections
- Meetings with the advisory board
- Correspondence and contracts
- Measures to enforce the house rules
- Reminders for overdue service charges
What happens behind the scenes
Financial management
- Booking all incoming and outgoing payments
- Monthly debiting of service charges
- Processing direct debits
- Monitoring incoming payments
- Sending reminders and taking legal action for arrears if necessary
- Managing funds in current, fixed-term and savings accounts
- Checking invoices and authorising payments
- Payroll, including payroll accounting
- Calculating and paying wage tax and social security contributions
- Reports to the tax office, health insurers, social security and the employers‘ liability insurance association
- Calculating and collecting approved special levies
- Preparing budgets and statements
- Arranging heating cost statements
- Recording consumption: heating oil, water, electricity
- Complying with tax law, e.g. wage, income and value added tax, the Fiscal Code and property tax
Technical management
- Obtaining quotes from tradespeople, preparing tenders and price comparisons
- Tracking deadlines: quotes, execution, notices of defects, warranty claims
- Instructing and training caretakers
- Obtaining permits under public law
- Concluding maintenance contracts, e.g. for the lift, heating, pumps and fire extinguishers
- Taking out insurance: buildings, water pollution, glass and liability insurance
- Organising inspections: TÜV, fire protection, lightning protection, lift, oil tank, car park ventilation, roller door, heating
- Processing key orders
- Reporting insured damage, e.g. a burst pipe, arranging repairs and settling with the insurer
- Awarding, supervising and settling maintenance work
- Commissioning experts
- Complying with regulations, e.g. BGB, WEG, Bavarian Building Code, Industrial Safety Ordinance, Building Energy Act, Heating Costs Ordinance, Firing Installations Ordinance, local by-laws
General administration
- Correspondence with owners
- Negotiations with authorities, owners, caretakers and suppliers
- Handling complaints and breaches of the house rules
- Meeting deadlines and protecting the association from disadvantages
- Advising owners and caretakers
- Concluding contracts: maintenance, insurance, services, supplies
- Organising the owners‘ meeting: date, venue, agenda and draft resolutions
- Writing the minutes and sending them to all owners
- Taking part in court hearings, challenges to resolutions and actions for service charges
- Granting consents, e.g. for a sale, letting or commercial use
- Training our own staff and the association’s caretakers
- Complying with the law, e.g. WEG, BGB, HGB, Hereditary Building Rights Act, Land Register Code, Compulsory Auction Act, FamFG, Insolvency Code, neighbour law
What a property manager does
As an owner, you want to be able to rely on your building being in good hands without having to deal with every invoice and every tradesperson’s appointment yourself. That is exactly what we take care of for you. Our work covers three areas:
Financial management
We keep your finances in view.
- Collecting and booking service charges and rents
- Preparing the annual statement and the service charge statement
- Drawing up the budget for the coming year
- Building up and managing the maintenance reserve
- Checking and paying invoices
- Sending reminders for outstanding payments
Technical management
We make sure your building stays in good condition.
- Regular inspections of the building
- Organising repairs and maintenance
- Obtaining comparative quotes from specialist firms
- Maintenance of heating, lifts and smoke detectors
- Coordinating caretakers, cleaning and winter services
- Handling claims with the building insurance
Legal and organisational management
We keep the community together and organise how everyone lives together.
- Preparing, chairing and minuting the owners‘ meeting
- Implementing resolutions and keeping the register of resolutions
- Ensuring the house rules are observed
- Acting as the contact for owners, tenants and authorities
- Keeping track of safety obligations
- Keeping contracts and documents properly filed
Who decides what
You make the important decisions: the association decides on larger expenses, renovations or changes to the building at the owners‘ meeting. We prepare these decisions carefully, advise you and then implement the resolutions reliably. Day-to-day matters and urgent emergency measures we handle directly, as provided for in § 27 of the German Condominium Act (WEG). For legal and tax questions, a lawyer or tax adviser is the right contact.
Our services
Homeowners‘ association management
Do you own a flat in a homeowners‘ association? Then we take care of everything you own jointly: from service charges and maintenance to the annual owners‘ meeting, which we prepare well and chair in a structured way.
For associations of any size.
Rental management
Do you let a building and would rather not handle every detail yourself? We look after the entire building and all tenancies: we are the contact for your tenants, keep an eye on incoming rent, prepare the service charge statement and organise repairs, changes of tenant and flat handovers.
For apartment buildings and mixed residential and commercial buildings.
Property brokerage
Would you like to sell, buy or let a flat or a house? We broker properties in the region and accompany you personally from the first conversation to the signing. Write to us at makler@hermanski-immobilien.de.
For sellers, buyers and landlords in the region.
How a change of manager works
Many associations shy away from changing their manager because they expect a lot of effort. We take that effort off your hands and coordinate directly with the previous manager. This is how the change works:
- First meeting and viewing. We get to know you and your building and listen to what matters to you.
- Quote. You receive a written quote that clearly lists all services and costs.
- Appointment. The owners‘ meeting appoints us as manager. If you wish, we will help you prepare for it.
- Handover. We take over documents, accounts and contracts from the previous manager and check that everything is complete.
- Start of management. We introduce ourselves to all owners and tenants in writing. From now on you have a dedicated contact person.
Frequently asked questions
How much does property management cost?
A monthly flat fee per flat is customary. The amount depends on the size, condition and workload of your building. That is why we look at your property first and then prepare a written quote that clearly lists all services.
Can an association change its manager?
Yes. Since the reform of the German Condominium Act in December 2020, an association can dismiss its manager at any time. The management contract then ends no later than six months after the dismissal (§ 26 WEG). We support you through the transition from the very beginning.
What is a certified property manager?
Since 1 December 2023, every flat owner can demand that the association appoints a certified manager. Certification is obtained by passing an examination at the Chamber of Industry and Commerce (§ 26a WEG). Jens Hermanski is a certified property manager.
As an owner, can I inspect the documents?
Yes, of course. Every flat owner has the right to inspect the management documents (§ 18 (4) WEG). Just give us a call and we will be happy to arrange an appointment.
How can I reach you in an emergency?
In the event of a burst pipe, a heating failure in winter or storm damage, you can reach us on our emergency number 01590 6515984. During our phone hours you can reach us on 0821 / 99 98 5151. If people are in danger, please always call the emergency number 112 first.
Request a no-obligation quote
Tell us about your building. We take time for a personal conversation, look at your property and prepare a written quote for you.