Owners Corporation Management Services
Owners Corporation Administrative Services in Melbourne
Efficient administration and clear communication form the foundation of professional owners corporation management across Melbourne and Victoria. Behind every well-run owners corporation is a structured administrative system — accurate records, responsive communication, timely document processing, and modern owner access tools that keep all stakeholders informed and engaged. OC Support provides comprehensive administrative services that take the burden off committee members, ensure owners are kept up to date, and maintain the operational records your owners corporation needs to function smoothly and remain compliant with the Owners Corporation Act 2006.
The owner portal — 24/7 access for lot owners
[ Currently Under Construction ]
One of the most common frustrations for lot owners in poorly managed owners corporations is lack of visibility — not knowing the status of a maintenance request, being unable to access meeting minutes, or having to chase the manager for a levy statement. OC Support addresses this through a secure online owner portal available to all lot owners 24 hours a day, seven days a week.
Through the portal, lot owners across Melbourne and Victoria can access:
- Current and historical meeting minutes and AGM documents
- Financial statements, approved budgets, and levy notices
- Current levy account balance and payment history
- Insurance certificate of currency
- OC rules and any registered rule amendments
- Maintenance request lodgement and status tracking
- Important notices and correspondence from the manager
The portal eliminates the need to contact the office for routine document requests, reducing administrative overhead and improving the owner experience. Committee members receive additional access to reporting dashboards and management updates, giving them real-time visibility over their property’s operations.
What our administrative services include
Our administrative service covers every aspect of day-to-day owners corporation administration, from owner communication and correspondence through to approvals management, strata roll maintenance, and utility administration.
Owner communication and document management
- Owner Communication — Regular updates via email, newsletter, and online portal regarding OC matters, maintenance works, upcoming meetings, and important notices. We keep all lot owners informed without overwhelming them.
- Correspondence Management — Professional handling of all inbound and outbound correspondence, owner enquiries, contractor communications, and requests from third parties including real estate agents, conveyancers, and lenders.
- Document Management — Secure electronic storage and management of all OC documents including contracts, insurance policies, plans of subdivision, meeting records, and financial documents, with easy owner access via the portal.
- Owner Registry — Maintenance of accurate owner contact details, lot entitlements, and property information, updated promptly whenever ownership or tenancy changes occur.
Registry, approvals, and strata roll management
- Strata Roll Updates — Keeping the owners corporation roll current with all ownership changes, contact detail updates, and lot entitlement adjustments. The strata roll (also known as the owners corporation register) is the official register of all lot owners and is a statutory requirement under the Owners Corporation Act 2006. It must be accurately maintained and made available to lot owners on request.
- Certificate Preparation — Timely preparation of Owners Corporation certificates (Section 145 certificates) for property settlements and refinancing. See our compliance and governance page for full details on what an OC certificate discloses.
- Approval Management — Processing of owner applications for renovations, pet approvals, parking allocations, signage, and other matters requiring committee or owners corporation approval under the OC rules. We assess applications against the rules, prepare committee recommendations, and communicate outcomes to owners promptly.
Utilities, insurance, and building access
- Utility Management — Administration of common area utilities including electricity, gas, water, and bulk hot water systems. This includes billing, cost recovery processes, and liaison with utility providers on behalf of the owners corporation.
- Insurance Claims — Coordination of insurance claims for common property damage, including initial claim lodgement, liaison with insurers and loss adjusters, contractor access coordination, and follow-up until resolution. We work closely with our compliance and governance team to ensure all claims are handled within policy requirements.
- Move-In/Move-Out Coordination — Managing elevator bookings, building access arrangements, key and fob issuance, and move-related logistics to minimise disruption to other residents during owner and tenant relocations.
Administrative services for new owners corporations
New owners corporations — typically created when a development is completed and lots are first sold — face a concentrated administrative workload in their first twelve months. The initial AGM must be held, levies must be set, insurance must be arranged, OC rules must be reviewed, and a full owner registry must be established from scratch, often with dozens of new lot owners who have never participated in an owners corporation before.
OC Support provides tailored administrative support for new owners corporations across Melbourne and Victoria, including:
- Establishment of the owner registry and strata roll from plan of subdivision
- Initial insurance placement and certificate of currency issuance
- Owner portal setup and onboarding communications to all lot owners
- First AGM preparation, including budget, levy schedule, and agenda
- Transition of records from the developer or previous manager
- Welcome pack preparation for new lot owners explaining their rights and obligations
If you are a developer, conveyancer, or committee member involved in a newly established owners corporation, contact our team to discuss how we can support a smooth administrative start.
Frequently asked questions
What is the strata roll and why does it need to be kept up to date? The strata roll (formally the owners corporation register) is the official record of all lot owners, their contact details, lot entitlements, and any tenancy information held by the owners corporation. Under the Owners Corporation Act 2006, the roll must be maintained accurately and made available to lot owners on request. An out-of-date strata roll creates problems with levy collection, meeting notices, and certificate preparation — all of which can have legal and financial consequences for the owners corporation. OC Support updates the roll promptly whenever ownership or contact changes are notified.
How quickly can OC Support prepare an owners corporation certificate? OC Support typically prepares Section 145 certificates within 5–7 business days of a formal request. Urgent certificates required for imminent property settlements can be accommodated on request — contact our team directly to discuss timeframes. Certificates are prepared by our administration team and reviewed for accuracy before issue, ensuring conveyancers and buyers receive complete and reliable information.
What types of owner approvals does OC Support manage? We manage all approval requests that fall within the owners corporation rules or require committee decision, including renovation and alteration approvals, pet approvals, signage approvals, parking allocation requests, and short-term rental notifications where required. Each application is assessed against the current OC rules, a recommendation is prepared for the committee, and the outcome is communicated to the owner in writing with reasons.
Can lot owners submit maintenance requests through the owner portal? Yes. Lot owners can log maintenance requests directly through the OC Support owner portal at any time. Requests are reviewed by our team, triaged by urgency, and assigned to appropriate contractors. Owners can track the status of their request through the portal and receive updates as the work progresses. Emergency maintenance issues should also be reported by phone to ensure the fastest possible response.
How does OC Support handle correspondence from real estate agents and conveyancers? We handle all third-party correspondence professionally and promptly. Real estate agents and conveyancers regularly contact us to request OC certificates, confirm levy balances, obtain copies of rules and minutes, and enquire about upcoming works or special levies. We aim to respond to all conveyancer and agent enquiries within two business days, with certificate requests processed within our standard 5–7 business day timeframe.
Whether your owners corporation needs day-to-day administrative support, a reliable owner portal, or dedicated assistance through a new development handover, OC Support delivers professional administrative services across Melbourne and Victoria. Contact our team to discuss how we can reduce the administrative burden on your committee and improve the experience for your lot owners.