Managers Handover Checklist
When you hand over your business to a relieving manager it is important that you make sure they understand all aspects of your management rights business from bin collection to body corporate by-laws.
Here is a list of items to go thru with your new relief managers before you leave.
Your Preferred Tradesmen
Provide a detailed list of contacts of all the tradesmen and workers who you use on a regular basis that will be familiar with your complex and its operation.
Provide details about how often you require the banking to be done, as well as the location of deposit books or night safe forms. Also, be sure to inform whether you reconcile your reservation system every day and if you regularly reconcile against the trust account. If you prefer not to provide your relief manager with access to your trust account then it is advisable to set up a system so you can remotely log in and print receipts for guests who pay directly into the trust account.
Body Corporate Managers and Committee
Provide contact details for the chairperson and BC managers. They should be advised that you will be away and pass on the name and contact details of your relief manager. A relief manager may work for up to a month without reference to the Office of Fair Trading in Queensland and it is your responsibility to inform OFT if your relief managers appointment is longer than that.
Your Buildings By-Laws
Provide the location of your copy of the Body Corporate By-Laws for the relief manager’s reference.
Cleaners of Holiday units
Provide details about whether they need to be contacted to work, or if they are contracted to work daily. Provide information on who is responsible for linen orders, whether cleaners service the common areas, whether they sign off daily on what has been completed and if the relief manager should check the rooms after the cleaners have finished. Also, the location of your cleaning maintenance log for regular cleaning items such as cleaning behind fridges, air-conditioning filters, curtains, tops of pelmets, etc. As well as a location of maintenance and guest comment reports.
Provide a list of charges as applicable for equipment hire for items such as videos, use of barbecue, etc. Also, receipt arrangement for these funds.
Most importantly – provide the phone number for your electrician. Also, provide details about the location of the main switchboard and circuit breakers for each unit as well as the location of spare globes and batteries. Also other details such as whether there is there an independent power supply for the building and/ or for the office.
Provide information about the location of the assembly point and of fire hoses and extinguishers. Also, leave details if you have a special emergency number and the phone number for a direct call to the fire service. Other important information to consider includes whether sensors are hard-wired to automatically call the fire service or if they are battery operated, and also who services the equipment.
Float for Petty Cash or Cash Draw
Arrange who supplies the float and the amount required.
Guests Check in Procedure and Paperwork
Provide detailed checking in procedure and which associated forms are required to be completed. Also details of the number of deposits, bonds etc. Explain the filing system for receipts, deposits and guests’ information.
Provide location of water shut off valves for the complex and for each unit.The underground car park pumps location and their manual override switch. Explain the operation of the garden sprinkler system and the location of the main control box as well as the phone number of your plumber.
Provide details whether it is wireless or cable as well as supplier details and the cost of providing access.
Explain process for paid IN HOUSE internet service connections.
Explain how many should be issued to guests, if there is a master if there are fees for unlocking after hours and for lost keys, and the system for programming key cards.
Provide information about how to access the motor room and the name of your service agent. As well as who the emergency phone in the lift calls.
Do you want your mail opened?Do you have a procedure in place for accepting mail on behalf of the residents?
Provide the location of your copy of the Caretaking and Letting Agreement for the relief manager’s reference.
Don’t forget to provide passwords for everything!
Including EFTPOS machine, websites, ticket mates, trust account, computer, after hours safe code and anything else.
Provide parking rules and parking locations and any special rules for visitors.
Relief Manager’s Accommodation
Relief Managers living on site will stay in the accommodation provided.
Arrange for your relief managers to arrive the same day the previous managers are leaving so you do not have to accommodate them somewhere else just for one night. The ideal situation is for the managers to leave late morning so they can hand over and have a couple of hours with the relief manager before they go.
Swimming Pool pump room
Provide information regarding the configuration and explanation of all valves and settings. Also, the location of pool log book for recording water balance.
Residents and units
Provide a list of owners, owner-occupiers, your tenants, outside let tenants and on-site Committee members.
Relief manager duties
Provide a detailed list of all duties, including office and outside, for which the relief manager is responsible. These may include pools, gardening, bins, repairs, cleaning common areas etc.
Provide schedule of what days the bins are emptied and also if there is a bin cleaning schedule
Provide a list of your preferred suppliers and their contact details.
Provide details on morning arrivals and locking up procedures, including the location of switches.
Also, the procedure to review security camera recordings, to issue new or replacement swipe fobs as well as the name of your security service and their responsibilities.
Provide a list of numbers for your phones and instructions for diverting, receiving messages remotely and for transferring calls as well as the location of the main switchboard.
TV Subscription Services (e.g. Austar / Foxtel)
Provide your account number and contact details in case of service problems.