How does OC Support manage major capital works projects?

OC Support manages major capital works projects on behalf of owners corporations across Melbourne and Victoria, covering the full project lifecycle — scope preparation with building consultants, competitive tender management, contract administration, construction supervision, progress payment certification, practical completion inspection, defect rectification, and resident communications throughout. We act as the owners corporation's representative to protect the OC's interests and ensure works are delivered on time and on budget.

What rights does an owners corporation have regarding building defects in Victoria?

Under the Domestic Building Contracts Act 1995 and the Building Act 1993, builders and developers are subject to statutory warranty obligations that give owners corporations rights to claim for defect rectification. OC Support assists owners corporations with the full defect claims process — independent building inspections, defect schedule preparation, formal notification of the builder, rectification supervision, and escalation through the Victorian Building Authority (VBA), Domestic Building Dispute Resolution Victoria (DBDRV), or VCAT where builders fail to rectify defects within reasonable timeframes.

What is building remediation and how is it funded?

Building remediation refers to major rectification works required to address significant defects, end-of-life building components, or systemic failures in common property — including waterproofing failures, facade and cladding issues, structural defects, fire safety upgrades, and mechanical plant replacement. Remediation projects are funded from existing maintenance fund reserves, a special levy, or a combination of both. OC Support coordinates all remediation projects in close collaboration with our financial management team to ensure adequate funding is in place before works commence.

Owners Corporation Management Services

Common Property Maintenance Coordination in Melbourne & Victoria

Effective maintenance management preserves property values, prevents costly emergency repairs, and ensures safe, attractive common areas for lot owners and residents across Melbourne and Victoria. Under the Owners Corporation Act 2006, owners corporations have a legal obligation to maintain common property in good repair — a duty that extends beyond reactive fix-and-patch responses to encompass genuine proactive stewardship of the shared asset.

The key to successful common property maintenance is timing. Proactive management anticipates issues rather than waiting for failures to occur. OC Support’s forward-thinking approach combines regular property inspections, preventative maintenance schedules, strategic capital works planning, and responsive emergency coordination. We schedule works, prioritise risk areas, and engage qualified contractors well before issues escalate — reducing costs, limiting disruption to residents, and protecting asset values across Melbourne and Victoria.

Our approach to preventative maintenance

Reactive maintenance — fixing things only after they break — is the most expensive way to manage a building. Emergency repairs typically cost three to five times more than the same work carried out as planned preventative maintenance, and the disruption to residents compounds the cost. OC Support’s preventative maintenance approach identifies and addresses potential issues before they become costly problems.

We develop customised maintenance schedules for each property under our management, ensuring regular servicing of building systems, timely renewal of critical components, and planned replacement of assets approaching end of life. For committee members, this means fewer emergency calls, more predictable maintenance costs, and the confidence that comes from knowing your building is being actively cared for rather than simply managed reactively.

Maintenance Services

OC Support provides a full range of common property maintenance services for owners corporations across Melbourne and Victoria, from routine day-to-day coordination through to complex capital works project management.

Routine and reactive maintenance

Routine Maintenance — Coordination of regular servicing including common area cleaning, garden maintenance, pest control, and equipment servicing. We manage recurring maintenance contracts on behalf of your owners corporation, ensuring consistent service standards and competitive pricing.
Reactive Maintenance — Prompt response to maintenance requests and repair issues reported by lot owners and residents through the OC Support owner portal or by phone. All requests are logged, triaged by urgency, and assigned to appropriate contractors.
Emergency Repairs — 24/7 emergency response coordination for urgent issues affecting the safety or integrity of common property — including burst pipes, electrical failures, lift breakdowns, fire system faults, and structural damage. Our after-hours response system ensures critical issues are attended to without delay.
Property Inspections — Regular inspections of common property to identify maintenance needs, safety hazards, and deterioration before they escalate into larger problems. Inspection reports are documented and provided to the committee with recommended actions and cost estimates.

Contractor and project management

Contractor Management — Sourcing, vetting, and managing qualified contractors with appropriate licensing, insurance, and WorkSafe compliance. We maintain a panel of trusted tradespeople across Melbourne and Victoria and conduct ongoing performance reviews to ensure quality standards are maintained.
Quotation Management — Obtaining competitive quotes for all works above approved thresholds, comparing proposals on scope, price, and contractor credentials, and making clear recommendations to the committee with supporting documentation.
Project Management — Overseeing major works from planning through to completion, including scope preparation, contractor supervision, progress reporting, defect identification, and final quality sign-off. We act as the owners corporation’s representative throughout the project to protect the OC’s interests and ensure works are delivered on time and on budget.
Warranty Management — Tracking statutory and contractual warranty periods for building components and completed works, and coordinating warranty claims with builders, contractors, and developers when defects arise within the warranty period.

Capital works and compliance testing

Capital Works Planning — Developing and maintaining long-term capital works programs identifying future major expenditure requirements, estimated costs, and recommended funding strategies. Capital works planning is closely coordinated with our financial management team to ensure maintenance fund contributions are set at appropriate levels. See our dedicated section on 10-year maintenance plans below.
Building Reports — Commissioning and coordinating independent building condition reports, defect assessments, and quantity surveyor reports to support capital works planning, insurance valuations, and dispute resolution.
Compliance Testing — Arranging statutory testing and certification of essential safety measures (ESMs) including fire equipment, emergency lighting, exit signs, lifts, car stackers, air conditioning systems, and backflow prevention devices, in coordination with our compliance and governance team.
Defect Period Management — Coordinating building defect identification and rectification during the statutory warranty period for newly completed developments, including liaison with developers, builders, and building surveyors.

Common property — what owners corporations are responsible for

A clear understanding of what constitutes common property is essential for effective maintenance management. In Victoria, common property is defined in the plan of subdivision and generally includes all areas and structures that are shared by lot owners and not within the boundaries of any individual lot.

Common property typically includes:

Building structure and envelope — foundations, external walls, roof, facade, windows (in most cases), and waterproofing membranes
Common areas — lobbies, corridors, stairwells, lifts, car parks, driveways, and recreational facilities
Building services — shared plumbing, drainage, electrical switchboards, intercom systems, CCTV, and fire protection systems
Outdoor areas — gardens, pathways, fencing, pools, and gym facilities where applicable

The boundaries of common property can vary significantly between developments depending on how the plan of subdivision is drafted. In some cases — particularly in older buildings — the boundary between lot property and common property is unclear, creating disputes about responsibility for maintenance and repairs. OC Support reviews the plan of subdivision and relevant legislation to determine responsibility clearly and ensure maintenance obligations are correctly allocated between the owners corporation and individual lot owners.

10-year maintenance plans for owners corporations

Under the Owners Corporation Act 2006, all Tier 1 and Tier 2 owners corporations in Victoria are required to prepare and maintain a 10-year maintenance plan. A 10-year plan is a long-term financial and works planning document that identifies all anticipated major maintenance and capital works over a 10-year period, estimates associated costs, and calculates the annual maintenance fund contributions required to fund those works without resorting to special levies.

OC Support develops 10-year maintenance plans in close collaboration with qualified building consultants and quantity surveyors, covering:

Building envelope — roof, facades, waterproofing, external painting, and window replacement
Mechanical and electrical systems — lifts, car stackers, pumps, switchboards, intercom, and CCTV
Fire and essential safety measures — sprinkler upgrades, fire hydrant testing, and ESM replacements
Common area refurbishment — lobby, corridor, and amenity upgrades
Car park and hard surfaces — line marking, drainage repairs, and driveway resurfacing
Landscaping — irrigation systems, garden upgrades, and tree management
Contingency reserves — a buffer for unforeseen expenditure and cost escalation

Plans are reviewed and updated annually to reflect completed works, revised cost estimates, and any changes to the building’s condition or legislative requirements. Clear 10-year plans are presented to lot owners at the AGM, giving all owners visibility over future expenditure and confidence that their investment is being managed with appropriate foresight.

Even for smaller Tier 3, 4, and 5 owners corporations that are not legally required to prepare a 10-year plan, OC Support strongly recommends some form of long-term capital planning to avoid financial surprises and protect property values over time.

Major works and special projects

Large-scale capital works and building remediation projects represent some of the most complex and high-stakes activities an owners corporation will undertake. Unlike routine maintenance, major works involve significant financial commitments, extended timeframes, multiple contractors and consultants, and substantial disruption to residents. Poorly managed major works projects routinely exceed budget, fall behind schedule, and generate disputes between the owners corporation, contractors, and lot owners.

OC Support provides dedicated project oversight for major works and special projects across Melbourne and Victoria, acting as the owners corporation’s representative throughout the entire project lifecycle — from initial scoping and funding planning through to contractor engagement, construction supervision, defect rectification, and final completion sign-off.

Capital works project oversight

Major capital works — including roof replacements, facade remediation, lift overhauls, car park resurfacing, pool refurbishments, and lobby upgrades — require a structured project management approach that goes well beyond simply engaging a contractor and hoping for the best.

OC Support manages capital works projects on behalf of owners corporations by:

Scope preparation — Working with building consultants and quantity surveyors to prepare clear, detailed scopes of work that define exactly what is required, preventing scope creep and ensuring all contractors are quoting on the same basis.
Tender management — Running a competitive tender process, evaluating contractor submissions on price, methodology, experience, and insurance, and presenting a clear recommendation to the committee with supporting analysis.
Contract administration — Reviewing and negotiating contractor agreements to protect the owners corporation’s interests, including payment schedules, defect liability periods, and performance guarantees.
Construction supervision — Monitoring works on site for compliance with the approved scope, quality standards, and safety requirements. Progress is reported to the committee at regular intervals with photographic documentation.
Progress payment certification — Reviewing contractor payment claims against works completed, certifying payments only where work has been performed satisfactorily, and withholding retention until the defect liability period has expired.
Practical completion and defect identification — Conducting a formal practical completion inspection, documenting all defects and incomplete items, and ensuring all defects are rectified before final payment is released.
Resident communication — Managing communications to lot owners and residents throughout the project — including works notices, expected disruption periods, and progress updates — to minimise complaints and maintain community confidence.

Building defect claims

Building defects in newly completed developments are a significant and growing issue in Victoria’s strata sector. Defects can range from minor cosmetic issues through to serious structural, waterproofing, or fire safety deficiencies that affect the safety and value of the entire building. Under the Domestic Building Contracts Act 1995 and the Building Act 1993, builders and developers are subject to statutory warranty obligations that give owners corporations rights to claim for defect rectification.

Managing a building defect claim effectively requires systematic documentation, clear communication with the builder and developer, and a thorough understanding of the applicable warranty periods and legislative framework.

OC Support assists owners corporations with the full defect claims process:

Defect inspection and documentation — Coordinating independent building inspections to identify, categorise, and document all defects during the defect liability period, ensuring nothing is missed before warranty periods expire.
Defect schedule preparation — Preparing comprehensive defect schedules that clearly describe each defect, its location, its cause where identifiable, and the required remedy — the foundation of any successful claim.
Builder and developer liaison — Formally notifying the builder and developer of defects in writing within statutory timeframes, managing ongoing correspondence, and tracking rectification commitments and completion.
Rectification supervision — Monitoring builder rectification works to ensure defects are genuinely remedied rather than cosmetically patched, and re-inspecting completed rectification to confirm compliance.
Escalation and dispute management — Where builders fail to rectify defects within reasonable timeframes or dispute liability, coordinating escalation through the Victorian Building Authority (VBA), the Domestic Building Dispute Resolution Victoria (DBDRV), or VCAT in conjunction with our dispute resolution team.
Post-warranty defect management — For defects identified after statutory warranty periods have expired, coordinating independent assessment, insurance claims where applicable, and capital works remediation funded from the maintenance fund.

Building remediation

Building remediation refers to major rectification works required to address significant defects, end-of-life building components, or systemic failures in common property — typically involving the building envelope, structural elements, or critical building services. Remediation projects are among the most disruptive and financially significant undertakings an owners corporation can face, and they require careful planning, transparent financial management, and experienced project oversight.

Common remediation projects OC Support manages include:

Waterproofing remediation — One of the most frequent and costly remediation issues in Melbourne’s strata buildings. Failed waterproofing membranes on balconies, podium decks, bathrooms, and roofs can cause extensive damage to common property and individual lots. OC Support coordinates specialist waterproofing inspections, scope preparation, contractor engagement, and supervision of remediation works.
Facade and cladding remediation — Buildings with non-compliant external cladding or deteriorating facades require careful assessment, engagement with building surveyors, and a structured remediation program. OC Support manages the entire process in coordination with building surveyors, fire engineers, and specialist contractors.
Structural remediation — Addressing structural defects including concrete cancer (spalling and corrosion of reinforcing steel), failing structural joints, and foundation movement, coordinated with structural engineers and specialist remediation contractors.
Fire safety upgrades — Rectification of non-compliant fire protection systems or upgrading of fire safety infrastructure to meet current building regulations, coordinated with fire engineers and the municipal building surveyor.
Lift and mechanical plant replacement — End-of-life replacement of lifts, car stackers, pumps, and other mechanical plant, managed as a capital project with minimal disruption to residents.

All remediation projects are coordinated with OC Support’s financial management team to ensure adequate funding is in place — whether from existing maintenance fund reserves, a special levy, or a combination of both — before works commence.

Frequently asked questions

What is common property and who is responsible for maintaining it? Common property is defined in the plan of subdivision and generally includes all areas and structures shared by lot owners — building structure, external walls, roof, shared services, common areas, car parks, gardens, and recreational facilities. The owners corporation is legally responsible for maintaining common property in good repair under the Owners Corporation Act 2006. Individual lot owners are responsible for maintaining their own lot. Where the boundary between lot and common property is unclear, OC Support reviews the plan of subdivision to determine responsibility correctly.

How does OC Support handle emergency maintenance requests? OC Support operates a 24/7 emergency response system for urgent common property issues. Lot owners and residents can report emergencies by phone outside business hours, and our team coordinates attendance by qualified contractors without delay. Emergency issues — including burst pipes, electrical failures, lift breakdowns, structural damage, and fire system faults — are prioritised immediately. All emergency works are documented and reported to the committee, and costs are managed within approved expenditure authorities or referred to the committee for ratification where required.

How are maintenance contractors selected and vetted? OC Support maintains a panel of qualified, licensed, and insured contractors across Melbourne and Victoria who have been assessed for trade qualifications, insurance currency, WorkSafe compliance, and past performance. For works above approved thresholds, we obtain a minimum of two to three competitive quotes and present a recommendation to the committee. We conduct ongoing performance reviews and remove contractors from our panel who fail to meet our quality and service standards.

Is a 10-year maintenance plan mandatory for all owners corporations in Victoria? Under the Owners Corporation Act 2006, a 10-year maintenance plan is mandatory for Tier 1 owners corporations (more than 100 lots or annual fees exceeding $200,000) and Tier 2 owners corporations (51–100 lots or annual fees between $100,000–$200,000). Smaller owners corporations are not legally required to prepare a formal 10-year plan, but OC Support recommends long-term capital planning for all properties to avoid unplanned special levies and protect lot owner investments.

What is the difference between routine maintenance and capital works? Routine maintenance covers recurring day-to-day servicing and minor repairs — cleaning, gardening, pest control, and small reactive repairs — funded from the administrative fund. Capital works are major, non-recurring expenditures that extend the life or improve the condition of common property assets — roof replacements, lift overhauls, facade repairs, and major refurbishments — funded from the maintenance (sinking) fund. The distinction matters financially because levies collected for the maintenance fund must be used for capital expenditure, not routine operational costs. OC Support works closely with our financial management team to ensure funds are correctly allocated and reported.

Whether your owners corporation needs responsive day-to-day maintenance coordination, a comprehensive 10-year capital works plan, or expert project management for a major building works program across Melbourne or Victoria, OC Support delivers proactive, professional maintenance services that protect your property and give lot owners confidence in the stewardship of their investment. Contact our team to discuss your maintenance needs.