Strata managers play a vital role in ensuring the smooth operation and management of strata properties. Whether you’re part of a residential, commercial, or mixed-use development, strata managers provide professional services that benefit owners, tenants, and the wider community. This guide breaks down their duties, the skills that make them effective, and how they ensure the success of strata companies.
What is a strata manager?
A strata manager is a professional employed by a strata company to manage the day-to-day operations of a strata company. They act as a liaison between property owners, the Council of the Strata Company, and third-party service providers to ensure that strata properties are well-maintained, compliant with regulations, and financially stable. Strata managers should not be confused with building managers. While building managers focus on physical maintenance and building operations, strata managers handle administrative, financial, and compliance-related responsibilities. Both roles are important but distinct in their scope.
Key duties of a strata manager
Strata managers play a crucial role in the management of strata properties. Their primary responsibility is to ensure that the strata property runs smoothly and efficiently. The needs of every strata company are different and the scope of the strata managers role is defined in the contract between themselves and the strata company. If you are not sure what services are included ask for a copy of your agreement.
Strata managers have a diverse set of responsibilities that can be grouped into three main categories: administration, compliance, and financial management.
1. Administration
- Organizing and attending strata meetings, including Annual General Meetings (AGMs).
- Preparing and distributing meeting agendas and minutes.
- Maintaining records, such as owner details and by-laws.
- Coordinating with service providers for maintenance and repairs.
2. Compliance
- Ensuring that the strata company adheres to the relevant strata laws and regulations in Western Australia.
- Assisting with updates to by-laws and making sure they are enforceable.
- Managing insurance requirements, including arranging policies and handling claims.
3. Financial Management
- Preparing budgets and levies in consultation with the council of the strata company.
- Managing trust accounts and ensuring transparent financial reporting.
- Overseeing debt recovery for unpaid levies.
What kind of problems can a strata manager help to resolve?
Strata managers are problem-solvers by nature, equipped to handle a wide range of issues that can arise in a strata scheme. By acting as an impartial intermediary and leveraging their expertise, they ensure that conflicts and challenges are addressed effectively and in compliance with strata laws. Here are some common problems strata managers can help resolve:
Disputes Between Owners or Tenants
Strata schemes often involve a diverse group of people with different needs and expectations. Disputes may arise over issues like noise complaints, parking allocations, or the use of common property. A strata manager can mediate these disputes, offer impartial advice, and propose solutions that align with the strata by-laws.
Maintenance and Repairs
Strata managers coordinate the upkeep of common areas, ensuring timely maintenance and repairs. Whether it’s fixing a leaking roof, replacing faulty lighting, or managing landscaping, they liaise with contractors and service providers to ensure the work is completed efficiently and cost-effectively.
Financial Challenges
Unpaid levies, poorly planned budgets, or insufficient sinking funds can create financial stress for a strata company. Strata managers assist in financial planning, levy collection, and managing accounts, ensuring that the strata company remains financially healthy.
Compliance Issues
Strata companies are required to comply with various regulations, including maintaining adequate insurance and adhering to fire safety standards. Strata managers ensure these obligations are met by bringing them to the attention of council members and the strata company for further instruction.
By-Law Enforcement
When owners or tenants breach by-laws—such as unauthorized renovations, improper disposal of rubbish etc, a strata manager can provide important communication and guide the council through steps to resolve it as smoothly as possible. If the issue is large, and the issue is brought to the State Administrative Tribunal, your Strata Manager can assist you in gathering any information required.
Emergency Situations
From plumbing disasters to structural damage, emergencies can arise unexpectedly. Strata managers are equipped to respond promptly, coordinating emergency repairs to common areas and informing affected parties to minimise disruption.
Communication Breakdowns
Effective communication is crucial in a strata scheme, but misunderstandings can easily occur. Strata managers ensure clear and consistent communication by distributing notices, facilitating meetings, and keeping all stakeholders informed of decisions and updates.
Vendor and Contractor Issues
Strata managers oversee contracts with external service providers, ensuring that agreements are honored and work is performed to a high standard. If issues arise with vendors or contractors, the strata manager resolves them on behalf of the strata company.
Mismanagement of Meetings
General meetings and Annual General Meetings (AGMs) are essential for decision-making within a strata scheme. Poorly organized meetings can lead to confusion and unresolved issues. Strata managers facilitate these meetings, ensuring agendas are followed, minutes are recorded, and resolutions are implemented.
“It is VERY important for people to understand that Strata Managers do not make decisions, and are instead provided instructions by the Strata Company and the council of owners” – ESM Strata team member
The Regulation of Strata Managers in Western Australia
In WA, strata managers must operate under strict guidelines to protect the interests of strata property owners. While there is no licensing requirement currently, reputable strata management companies, like ESM Strata, adhere to high professional and ethical standards. We hold memberships with industry organizations such as Strata Community Association WA (SCAWA), which ensures ongoing education and accountability.
We asked the ESM Strata team: What is the one thing you wish people knew about being a Strata Manager
What an average day looks like.
“A typical day as a strata manager is really dynamic and multifaceted, involving a range of responsibilities to ensure the smooth operation of strata properties. Many of us support in the management of tens of companies so there are many different conversations and people to correspond with. This is what a usual day looks like:
The day often begins with reviewing correspondence and addressing any urgent matters, such as maintenance requests or inquiries from owners. Throughout the day, tasks may include coordinating repairs and maintenance, liaising with contractors and service providers, attending meetings with the council of the strata company or owners, and preparing financial reports. Strata managers also play a vital role in enforcing bylaws, resolving disputes, and ensuring compliance with relevant regulations so there is quite a lot of that as well. Additionally, they may spend time communicating with owners, providing updates on ongoing projects and addressing any concerns or queries. Each day presents unique challenges and opportunities for strata managers to effectively manage the property and promote harmonious living within the strata community.”
We are not the strata company
“Although they sound very similar, there are crucial differences between the Strata Company and the Strata Management Company. A strata company is defined as a group of people who have purchased a lot within a strata scheme. Where as the strata management company is hired to support the strata company in the management of day to day activities to run it. The words are very similar so there is often a bit of confusion.”
Our goal is to assist in managing properties and ensure residents can live harmoniously with each other.
“Our main goal as Strata Managers is to help manage day to day operations so that everyone that lives within the property gets along smoothly and day to day living is improved. Some of the ways we do this are by overseeing maintenance, handling disputes, and providing support when needed. We all strive to create a peaceful and cooperative atmosphere within the community. Ultimately, our goal is to ensure that every resident feels comfortable and happy in their living environment.”
We are hardworking, multi-tasking individuals that often go above and beyond
“As strata managers, we pride ourselves on our dedication and ability to juggle various tasks simultaneously. Our inboxes and phone logs are always really full! So we all work super hard to exceed expectations and deliver exceptional service to our clients. Often, we find ourselves going above and beyond to ensure that the needs of the strata community are met. Whether it’s handling emergencies, resolving disputes, or simply lending a helping hand, we try to approach each task with professionalism. It is a really rewarding job, and everyone in our team works really hard”
Strata managers do not make any decisions and we are not engineers and builders.
“It is VERY important for people to understand that Strata Managers do not make decisions, and are instead provided instructions by the Strata Company and the council of owners. We are not experts either in management or construction or engineering. We can only provide guidance that is relevant to the Strata Titles Act as well as our own experience. At the end of the day we are here to support the council members and enact their wishes. “
We have feelings.
“Despite their professional role, strata managers are also human beings with emotions and feelings. Treating them with respect and understanding can contribute to a more positive and productive working relationship.”
Important Strata Manager skills
A good strata manager is a skilled communicator, a knowledgeable professional, and a proactive problem-solver. They excel at bridging the gap between property owners, tenants, and contractors, ensuring smooth communication and effective management. With a deep understanding of strata laws and regulations, they provide accurate advice and ensure compliance with legal requirements, such as by-laws, insurance, and financial reporting. Financial expertise is another key quality, as they manage budgets, levies, and sinking funds while maintaining transparency.
A great strata manager is also proactive, addressing potential issues before they escalate and fostering a collaborative environment that supports the long-term success of the strata company. Their combination of technical knowledge, people skills, and forward-thinking ensures that every strata scheme they manage operates efficiently and harmoniously.
Most strata managers, especially the ones at ESM Strata, are more familiar with your property than you think. We study your strata plan, by-laws, know the council members well and have taken tours of your property to forecast potential issues or maintenance requirements.
Strata Manager Regulations
The Strata Titles Amendment Act, which came into effect on May 1st 2020, imposes a number of statutory duties on strata managers to make them more accountable and to encourage higher standards of professional service to be delivered to strata companies.
These statutory duties will be enforced by the strata company who has the right to terminate their contract if the Strata Manager breaches their duties.
The following Statutory Duties are required to be adhered to by Strata Managers:
- Strata Managers must act honestly and in good faith (sect 146)
- Must disclose to the strata company any conflict of interest or commission received (sect 147)
- Must not commence proceedings on behalf of strata company at SAT (sect 143)
- Must not sign any documents on behalf of strata company (sect 143)
- Must exercise a reasonable degree of skill, care and diligence (sect 146)
- Must have a good working knowledge of the Strata Titles Act (sect 146)
- Must have specified educational qualifications – to be confirmed by the regulations (sect 144)
- Must obtain national criminal record checks and provide a criminal record statement to the strata company (sect 144)
- Must have professional indemnity insurance coverage (sect 144)
- Must have a written contract with the strata company (sect 145)
- Must hold the strata company’s money in a seperate, pooled or dedicated trust account (sect 148) that can be audited (sect 150)
FAQ’s (Frequently asked questions)
Are Strata Managers professionally qualified?
Yes, recent reforms under the Strata Titles Act 1985 in Western Australia now require strata managers to hold specific qualifications. Principals of strata management businesses must complete a Certificate IV in Strata Community Management, while employed strata managers need to complete certain units from this qualification. A transitional period, extended to April 2026, gives the industry time to comply with these requirements. These changes ensure strata managers possess the knowledge and skills to manage properties effectively and in line with WA regulations.
Aside from a formal qualification, experience in property management or a related field is essential for Strata Managers. It is important to have a good understanding of real estate, accounting, and legal matters as Strata Managers are responsible for a variety of tasks on behalf of the Strata Company.
How are Strata Managers appointed?
They are appointed by the Council of the Strata Company. The Strata Manager is delegated tasks that the Council of the Strata Company is responsible for. The Contract that this presented and agreed upon, should specify what responsibilities the Strata Manager is going to undertake on behalf of the Council of the Strata Company.
Where do our strata levies go? How much go to our strata manager?
Strata Levies issues on behalf of the council of the strata company to owners of a strata company are allocated to a wide variety of things that affect the Common property of the building. The fee for management is often a very small percentage of that.
Can a strata manager perform actions without the approval of the council?
Strata Managers can only spend money and make decisions as outlined and approved by the Council of the Strata Company. For example, if you report a maintenance issue such as a leak, Strata Managers need need to wait for the Council of the Strata Company to take any action. Similarly, Strata Managers are not responsible for the maintenance and upkeep of your property unless instructed by the Council of the Strata company. Usually this requires a consensus instruction from all members of the council, which can often be why actions are delayed or seem timely.
What is the difference between a Strata Manager and a Building Manager
Strata managers and building managers both play vital roles in maintaining the functionality and harmony of strata properties, but their responsibilities are distinct. A strata manager focuses on the administrative, financial, and compliance aspects of the strata company. Appointed by the council of the strata company, their duties are governed by the Strata Titles Act 1985 (WA). These include managing levies and financial records, facilitating communication between stakeholders, maintaining records like the strata roll, ensuring compliance with laws and by-laws, and mediating disputes. In short, strata managers ensure the operational and legal framework of the strata property is functioning efficiently.
On the other hand, a building manager oversees the physical upkeep of the property, focusing on maintenance, repairs, and day-to-day operations of shared facilities and common areas. While their role isn’t specifically defined under the Strata Titles Act, their tasks often involve coordinating routine cleaning and gardening, managing contractors, responding to emergencies, and implementing security measures. The synergy between strata managers and building managers is critical for the smooth running of strata properties, with each contributing to its overall success—one ensuring compliance and effective administration, and the other safeguarding the building’s physical integrity and liveability.
How to choose a new strata manager
If you are looking for a new strata manager to support your property, here is a list of suggested questions you could ask:
Experience
- Do they manage properties similar to yours in size, type, and amenities?
- How long have they been in the role, and do they have a supportive team?
Qualifications
- Do they have recognised qualifications and professional indemnity insurance?
- Are they committed to staying up to date with legislation?
Communication
- What tools and processes do they use for communication?
- Who will be your main contact, and how do they handle disputes?
Price
- Is their fee structure aligned with your needs?
- How long is the contract?
Location
- Can they respond quickly to on-site issues?
- Do they work with reliable local suppliers and tradespeople?
More Information:
Understanding the Basics of Strata – Fact Sheet – Landgate, WA.
