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Property Management Services in Johannesburg for Community Schemes

A practical guide for trustees, directors and scheme executives comparing managing agents

Is your community scheme getting the management support it needs?

Managing a sectional-title complex, homeowners’ association or other community scheme is not a small administrative task. Trustees and directors must keep finances under control, collect levies, maintain common property, meet governance obligations, communicate with residents and respond when problems arise – often while serving in these roles on a voluntary basis.

If reporting is unclear, arrears are increasing, maintenance is repeatedly delayed or the committee is carrying too much of the day-to-day workload, it may be time to appoint a professional managing agent or reconsider your current service provider.

Solver Property Services offers professional community scheme management in Johannesburg and across the greater Gauteng region. Request a tailored quote to see how Solver can support your scheme’s finances, administration, maintenance and compliance.

Community scheme management – not ordinary rental management

Property management can mean different things. Some firms focus on placing tenants and managing individual rental properties. Solver specialises in the management of community schemes, including sectional-title developments, homeowners’ associations, full-title developments and other body corporate or community-based properties.

This distinction matters. Community schemes require coordinated financial administration, governance support, levy and debtor management, common-property maintenance, insurance coordination, resident communication and transparent reporting to trustees or directors.

What Solver’s property management services include

1. Financial management and transparent reporting

Strong financial administration is central to a healthy community scheme. Solver’s approach includes accrual-based accounting, budgeting, financial reporting, levy administration, supplier payments and oversight of the scheme’s funds.

Each community scheme has its own bank account in the scheme’s name. Trustees or directors can be given viewing access to live banking and financial information, while Solver’s online property management platform provides real-time visibility of statements, arrears, transactions and other key records. This level of access helps committees make informed decisions and maintain accountability.

2. Levy collection and debtor management

Unpaid levies affect cash flow, maintenance plans and every owner in the community. Solver manages levy invoicing and collections and follows structured processes when accounts fall into arrears – Including collections through CSOS (The Community Scheme Ombud Service). The company also works with attorneys on collection matters and holds the registrations required for debt-collection activities performed for a fee.

For trustees concerned about rising arrears or inconsistent follow-up, a managing agent with clear reporting and defined escalation processes can help protect the scheme’s financial position.

3. Maintenance coordination and contractor management

Common-property maintenance can quickly become expensive when small problems are allowed to grow. Solver assists with identifying maintenance needs, obtaining quotations or tenders, coordinating contractors, tracking jobs and monitoring costs. Preferred contractors may be recommended, while a scheme can also retain approved service providers where appropriate.

The aim is practical: deal with repairs efficiently, support preventative maintenance and help trustees preserve the condition and value of the development.

4. Governance, administration and compliance support

Trustees and directors remain responsible for governance decisions, but they do not have to manage every administrative detail alone. Solver supports meeting preparation and facilitation, recordkeeping, annual planning, scheme communication and day-to-day administration. Its team also helps committees navigate relevant governance and compliance requirements.

This gives scheme executives better information, stronger processes and more time to focus on decisions that require their authority.

5. Insurance coordination and claims support

Community schemes need suitable insurance and an organised process when claims arise. Solver can coordinate scheme insurance, assist with claims administration and help committees keep the relevant records and compliance requirements in view.

6. Owner and resident access to information

Clear communication reduces uncertainty and unnecessary back-and-forth. Through Solver’s online portal, registered owners can access information such as levy statements, invoices, receipts, scheme rules, newsletters and records linked to their property. Trustees and directors receive enhanced access to scheme-level financial and operational information.

The result is a more transparent management environment in which owners and committee members can find the information relevant to their roles.

Why community schemes choose Solver

Solver was established in 2005 and manages hundreds of community schemes, serving more than 20 000 unit owners. Its greater Gauteng footprint includes Johannesburg and surrounding areas, supported by its Bedfordview head office and supporting branches.

A dedicated property portfolio management team is allocated to each complex or estate. The team typically includes a property portfolio manager, a portfolio administrator and a financial controller, with support from specialist functions such as legal, debt collection, creditors, building management and insurance.

For trustees and directors, this team-based structure offers three practical advantages:

Better availability and continuity when management matters need attention.
Access to specialist support instead of relying on one individual to handle every issue.
Clearer financial, administrative and operational oversight across the scheme.

Signs it may be time to change managing agents

A change may be worth considering when your scheme experiences recurring problems such as:

Financial reports that are late, incomplete or difficult to understand.
Limited visibility of bank accounts, transactions, arrears or maintenance jobs.
Rising levy arrears without consistent follow-up or escalation and feedback.
Maintenance requests that remain unresolved or lack cost control.
Poor communication with trustees, directors, owners or residents.
A committee carrying an unsustainable administrative burden.
Uncertainty about meetings, records, insurance or compliance requirements.

Changing managing agents can feel disruptive, but a structured handover makes the process manageable. Solver can review the scheme’s current position, identify outstanding matters and propose a transition plan for moving records, financial administration and ongoing work into its management system.

What to ask before appointing a managing agent

Before your body corporate, HOA or community scheme appoints a service provider, ask for clear answers to the following questions:

Which services are included in the monthly management fee, and which are charged separately?
Who will be assigned to the scheme, and what support structure sits behind that person?
How will trustees or directors access financial information and the scheme’s bank account?
How are levy arrears, legal matters and debtor reporting handled?
What is the process for maintenance approvals, quotations, emergencies and contractor oversight?
How are meetings, minutes, records, insurance and compliance tasks supported?
What will the handover process involve if the scheme changes managing agents?
Is the managing agent registered with the (PPRA) Property Practitioners Regulatory Authority?
Is the Managing Agent a member of (NAMA) National Association of Managing Agents?
Does the managing agent have a license to collect debt through the (CFDC) Council for Debt Collectors?
Is the managing agent a registered tax practitioner (through SAIT – South African Institute of Tax Practitioners) and are they licensed to handle your tax affairs?

The proposal should reflect the size, location, complexity and specific challenges of your scheme. A generic quote without a proper understanding of the property is unlikely to give the committee enough information to compare value accurately.

Request a property management quote from Solver

If your trustees or directors need stronger financial oversight, more reliable administration, better maintenance coordination or a more transparent management platform, speak to Solver Property Services.

Provide the scheme’s location, number of units, property type and current management challenges. Solver can then prepare a tailored proposal based on the scope and complexity of the community.

Ready to compare your options? Request a quote from Solver Property Services and take the next step towards more transparent, professional community scheme management.

Frequently asked questions

Does Solver manage individual rental properties?

Solver’s core offering is community scheme management rather than ordinary landlord-and-tenant rental management. It manages sectional-title, full-title, HOA and other community scheme developments.

Which areas does Solver service?

Solver operates primarily in Gauteng, Cape Town and KwaZulu-Natal, with additional schemes in other areas. Johannesburg and the greater Gauteng region form a key part of its service footprint. Contact Solver to confirm coverage for your scheme’s location.

Can a community scheme switch from its current managing agent?

Yes. Solver can guide the committee through a planned handover, review outstanding matters and establish a schedule for moving the scheme onto its management system.

How much do property management services cost?

Fees depend on the scheme’s size, location, complexity and required scope of work. Request a tailored quote so that the committee can compare the proposed services, responsibilities and charges accurately.

Disclaimer: This article is for general informational purposes only and should not be considered legal advice. Community Schemes should consult our offices or professional legal advisors to ensure compliance with applicable laws and regulations.

One of the most common questions in sectional title is also one of the most difficult to answer with a simple “yes” or “no”:

Who is responsible for paying when something needs to be repaired or replaced?

A leaking geyser. A cracked window. A burst pipe. Damp on an internal wall. A damaged balcony. A leaking roof. A blocked drain.

The answer is not always obvious.

In a sectional title scheme, understanding who is responsible for the maintenance, repair and replacement of a particular item requires looking at whether the item forms part of the owner’s section or the common property (as well as whether any exclusive-use rights or scheme rules affect the position).

This is why disputes about maintenance can become complicated. The person who discovers the problem is not necessarily the person who is responsible for fixing it or paying for it.

The starting point: section or common property?

The first question should always be:

Is the item part of the section or part of the common property?

The Sectional Titles Act provides the framework for dividing a development into individually owned sections together with jointly owned common property. The Sectional Titles Schemes Management Act 8 of 2011 (STSMA) then governs the management and financial administration of the scheme.

Broadly speaking:

Owners are generally responsible for maintaining their sections.
The body corporate is responsible for maintaining the common property.

The distinction can become more complicated where an item sits on or forms part of a boundary between a section and common property (or where an area is subject to exclusive-use rights).

This is why simply saying “it’s outside my unit, so the body corporate must pay” is not always correct.

What is common property?

Common property generally includes the parts of the scheme that do not form part of an individual section.

Depending on the scheme, this may include areas such as:

roofs
external walls
foundations
staircases
passages
driveways
communal gardens
communal facilities
certain plumbing and electrical infrastructure
structural elements of the building

The exact position should always be checked against the registered sectional plan, applicable rules and the circumstances of the particular repair.

The STSMA places an obligation on the body corporate to maintain the common property and keep it in a state of good and serviceable repair.

What is the owner normally responsible for?

An owner is generally responsible for maintaining and repairing their own section.

For example, this may include items that form part of the interior of the section and are not common property.

However, there are important exceptions and grey areas.

A good example is a window or door.

It is tempting to assume that because a window is physically inside or immediately adjacent to a section, the owner must automatically pay for it. However, the legal position depends on how the boundaries of the section are defined and how the particular element is treated under the sectional plan and applicable law.

This is why a proper assessment is often required before a repair responsibility is allocated.

A practical guide to common maintenance questions

The table below provides a useful, very basic, starting point. It is not a substitute for reviewing the sectional plan, rules and circumstances of the specific scheme.

Item / problem	Typical starting point	Important consideration
Roof	Body corporate	Generally common property and part of the body’s maintenance obligations
External walls	Body corporate	Structural/common-property responsibility generally rests with the body corporate
Foundations	Body corporate	Normally common property
Communal driveway	Body corporate	Generally common property
Communal garden	Body corporate	Subject to the scheme’s rules and any exclusive-use arrangements
Internal finishes	Owner	Generally part of the owner’s section
Internal plumbing	Owner or body corporate	Depends on where the pipe is located and whether it serves the section or common property
Main/common water pipe	Body corporate	Usually common-property infrastructure
Geyser	Depends	The position should be established from the sectional plan, rules and applicable legislation
Window	Depends	The boundary and legal classification must be considered
Garage door	Depends	The sectional plan and relevant boundaries are important
Balcony	Depends	A balcony may involve both section and common-property considerations
Exclusive-use garden	Depends	Exclusive use does not necessarily turn common property into privately owned property
Exclusive-use parking	Depends	Responsibility for costs can be affected by the nature of the exclusive-use right and the applicable rules
Common-property leak	Body corporate	The body corporate generally has responsibility for common property
Damage caused by a common-property defect	Depends	Responsibility for the underlying defect and resultant damage should be considered separately

That last point is particularly important.

The difference between the cause of the problem and the resulting damage

Consider this example:

A common-property pipe develops a leak and water enters an owner’s unit.

There are potentially two separate questions:

Who is responsible for repairing the pipe?
Who is responsible for repairing the damage caused by the water?

The answer to the first question does not automatically determine the answer to the second.

Insurance may also become relevant.

For this reason, owners and trustees should avoid immediately deciding who is liable based purely on where the water appeared.

Find the source first. Determine the responsibility second.

What about geysers?

Geysers are one of the most common sources of confusion in sectional title schemes.

An owner may reasonably assume that the geyser inside their unit is automatically their responsibility. A body corporate may have a different view depending on the scheme’s documentation and the location and classification of the installation.

The correct approach is not to rely on assumptions.

The scheme should consider:

the sectional plan
the position of the geyser
the pipework serving the geyser
the scheme’s rules
applicable legislation
the insurance policy
whether the issue relates to maintenance, replacement or resultant damage

A good managing agent should be able to help trustees identify the relevant documents and establish the appropriate process.

What about exclusive-use areas?

This is another area where owners frequently misunderstand the position.

An exclusive-use area is not necessarily privately owned property.

An owner may have the exclusive right to use a particular portion of common property (for example, a parking bay or garden), while the underlying property remains common property.

The STSMA specifically provides for additional contributions relating to certain exclusive-use areas to cover costs such as rates, insurance and maintenance (subject to the applicable rules).

This means that the question is not simply:

“Who uses the area?”

Instead, trustees should establish:

What is the legal status of the area and what does the legislation and scheme documentation say about responsibility for its maintenance and costs?

Who should appoint the contractor?

Another common problem occurs when an owner experiences an urgent maintenance issue and decides to appoint a contractor themselves.

That can create complications where the work relates to common property.

If an owner believes that the body corporate should be responsible for a repair, it is generally better to report the problem to the managing agent or trustees first, particularly where the work could involve significant expenditure.

This allows the body corporate to:

investigate the problem
establish responsibility
obtain appropriate quotations
consider insurance
approve the expenditure where required
appoint an appropriate contractor
keep proper records

There may obviously be situations involving genuine emergencies where immediate action is necessary to prevent further damage. Even then, the body corporate should be notified as soon as possible.

What happens when an owner fails to maintain their section?

The responsibility does not simply disappear because an owner does not attend to a problem.

The sectional title legislation and regulations provide mechanisms for dealing with failures to maintain sections and certain exclusive-use areas.

The regulations provide that where an owner fails to repair or maintain their section (or adequately maintain certain exclusive-use areas) and the failure continues after written notice, the body corporate may in appropriate circumstances remedy the failure and recover the reasonable cost from the owner.

This is an important protection for the wider community.

One owner’s failure to maintain their property can sometimes cause damage, inconvenience or expense for other owners.

What about insurance?

Maintenance responsibility and insurance responsibility are not necessarily the same thing.

A body corporate is required to insure the building in accordance with the STSMA and applicable regulations.

However, the existence of insurance does not mean every repair will automatically be covered.

When damage occurs, trustees should consider:

What caused the damage?
Is the affected property common property or part of a section?
Is the item insured?
What does the policy cover?
Is there an excess?
Was there a maintenance failure?
Is the repair preventative maintenance rather than insured damage?
Is there resultant damage that should be treated separately?

Insurance should therefore be considered alongside the maintenance responsibility rather than instead of it.

The maintenance plan matters

A financially healthy sectional title scheme should not be relying entirely on emergency decisions when major maintenance becomes necessary.

The STSMA requires a body corporate to establish and maintain a reserve fund that is reasonably sufficient for the future maintenance and repair of common property.

The regulations also provide for a maintenance, repair and replacement plan and reserve-fund budgeting.

This is where good sectional title management makes a significant difference.

A roof that needs replacing should ideally not come as a complete surprise.

A major waterproofing project should ideally be anticipated.

A body corporate should be able to look ahead and understand which significant components will require attention (and how those projects are likely to be funded).

So, who pays?

The short answer is:

It depends.

And that is precisely why maintenance disputes can become complicated.

Before deciding who must pay, a body corporate or owner should consider:

Is the item part of the section or common property?
What does the registered sectional plan show?
Are there exclusive-use rights involved?
What do the scheme’s management and conduct rules say?
Is the issue maintenance, repair or replacement?
What caused the damage?
Is there an insurance claim?
Is there resultant damage?
Is there a maintenance or reserve-fund provision for the work?
Has the correct authority been obtained before appointing a contractor?

The golden rule

Don’t start with “Who is going to pay?”

Start with:

“What exactly is the problem, and who is legally responsible for that part of the property?”

Once that has been established, the question of funding becomes much easier to answer.

Disclaimer

This article is for general informational purposes only and should not be considered legal advice. Community Schemes should consult professional legal advisors to ensure compliance with applicable laws and regulations.

Solver Property Services has managed community schemes since 2005 and combines property administration, financial expertise, maintenance oversight and compliance support in one hands-on service. Contact Solver to discuss your scheme’s needs and request a tailored property management proposal.