O’Dwyer Property Management's client communications programme includes the gathering and management of owner contact details, the coordinating and establishment of a residents committee and board liaison as well as a programme of information through service reports, annual newsletters, occasional notices/circulars (where relevant) and the delivery of a comprehensive property management report at the annual AGM.
In Multi-Unit management, numerous matters arise which require an enormous service resource to service on a day-to-day basis to address the extensive level of individual owners’ letters, emails and call enquiries. As much as 50% of these communications are generally in respect of matters outside of the direct responsibility and remit of the Managing Agent. Nevertheless, they must be responded to.
In an effort to ensure a professional approach, we have a unique in-house logging system which tracks all incoming correspondence from the time it is received by our offices to the time it is responded to, thus ensuring our clients queries are addressed in a timely and efficient manner.
Our approach to client communications since the company was established over 20 years ago, has been to invest heavily in people, training and technology systems to ensure our we provide the very best communication service, which we believe our clients appreciate.
Newsletter
There is a comprehensive in-house newsletter which accompanies the annual service charge billing to all owners in our developments. This newsletter aims to ensure that owners are informed as to: the expenditure categories included in their budget/s for that financial year, the apportionments for units in their development, details on the payment options available to them as well as additional information on their Management Company and services to their development such as: details regarding their committee/boards members, insurance cover for their development, their property management team and much more...
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Members Area
The new Members Area of our website gives owners in O’ Dwyer Property managed developments the unique opportunity to access a vast amount of information on their estates to include: development guides; maintenance information and schedules, budgets; audited financial accounts, insurance information, development notices, newsletters, AGM minutes and reports etc. Communications are updated in this area on an ongoing basis.
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Notices on Day to Day Management
Day to day issues in relation to management activities can arise across our developments and these are communicated to owners and residents through notices/circulars from our offices. Examples would include Window Cleaning Notices; Access Code Changes; House Rule Breach Reminders etc. Our Property Managers work to ensure that all relevant information in this regard is communicated to the residents of our developments in a clear and effective manner as and when required.
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Owner/Tenant Correspondence
All incoming correspondence, that is, letters, emails and faxes are given a unique tracking number on our internal Building Management System (BMS), passed to the relevant staff member to address and are tracked until resolved. Our commitment is that all letters and faxes are responded to within seven working days of receipt, all emails from web-based enquiries acknowledged within three working days and a full reply sent within seven working days.
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