Greendoor | Services

Greendoor Property Management is a company whose Directors have professional backgrounds in Architecture and Management Consultancy. We specialise in Residential Block Management and Commercial Property Management and deliver an efficient and thorough service for Dublin city and the Greater Dublin Area.

We are very proud of the professional service that we offer to all our clients. Our responsibilities as Managing Agents include Site Management, Financial Management and Emergency Service. We also offer a Letting Service.

Our philosophy is one of regular, clear communication and professional delivery on daily issues. We monitor complexes regularly and communicate frequently with the Board of Directors. This is essential to the successful management of your developments. We act quickly and personally to issues as we become aware of them and communicate the results of our work regularly to our clients.

In Greendoor we also like applying new technology where it makes sense to our customers. We are always looking for smarter ways to communicate how we are doing to our clients and let them tell us how they think we are doing. By working with Greendoor, we believe that you will find that you are always up to speed with how we’re doing.

Services Provided

  • Compile a work schedule for Janitor/Caretaker and check progress.
  • Work to be executed - gather estimates, present to the Board of Directors if necessary, appoint contractors, obtain insurance documents, observe progress, ensure satisfactory completion, receive and pay invoices.
  • Arrange for independent conractors to do essential services not covered by a maintenance contract and ensure that work is completed to a level of satisfaction.
  • If required, engage the services of expert professional advisors by agreement with the Board of Management and if authorised to do so, obtain competitive estimates and liaise with contractors carrying out these works.
  • Communicate with parties regularly engaged such as locksmiths and alarm specialists, ground maintenance contractors and others to ensure the development is maintained to a high standard.
  • Deal with violations of House Rules and Car Park regulations, and any queries from Owner/Residents.
  • E-mail Monthly Update of progress to the Board of Management.
  • Issue at least three notices / letters requested by Management Committee throughout the year. Prepare an Annual Newsletter and send to Owners with the Annual Service Charge Invoice.
  • Regularly examine the cost of services and suggest on savings, which may be made.
  • Attend to telephone queries and correspondence from owners, contractors and trades people.
  • Organise the renewal of the Block Insurance Premium annually.
  • Annual preparation of Service Charge Budgets.
  • Service Charge Accounting: invoice annually, collect and record all service charges payable by owners.
  • Issue regular reminders in the event of non-payment of service charges due and liaise with company Solicitors regarding collection of debt.
  • Provide a customised database to provide up-to-date information on the client’s Service Charge Accounts and provide information on request for all members in arrears.
  • Provide periodical financial information [hard or soft copies] to assist the Directors and Committee members on future project expenditure.
  • Liaise with client’s Auditors in relation to the Annual Accounts.
  • Send to all members the annual Audited Accounts for the AGM by post.
  • Arrange for the attendance of Auditor at AGM/EGM if required.
  • Approval and Payment of Creditors Invoices.
  • Payment of Wages / Dealing with PAYE and PRSI where applicable.
  • Dealing with Inspector of Taxes and Collector General where applicable.
  • Processing Insurance claims.
  • Preparing Requisitions of Title on point of sale.
  • Meetings: attend annual meetings of the Board of Directors.
  • Report on general daily issues and present financial statements.
  • Attend the Management Company’s AGM and all EGM’s.
  • Project Management on new works and renovations.
  • Recruitment and Administration of Management Company employees such as cleaners if required.
  • Offer 24 Hour 365 Day Emergency Service.
  • Providing Company Secretarial Service.
  • Emergencies relating to internal and external common areas and services.
  • Respond to vandalism, Front Door damage, glass repairs.
  • Gate Control system faults.
  • Security risks.
  • Fire alarm system faults.
  • Water Leaks and Water Pump Faults.
  • Electrical Faults to lighting and essential services.
  • Lift failure [residents may contact Lift Company Directly.
  • Storm damage, flooding.
  • Defects.
  • Prepare and circulate notices, audited accounts and minutes of Meeting.
  • Director’s Meetings attendance.
  • Provide registered office address.
  • Keep Minute Book and the Company Seal.
  • Prepare and circulate notices and minutes of Meeting.
  • Maintain a register of Shareholders – Members.
  • Issue Share Certificates / Membership Certificates to new owners.
  • Market your property for rent.
  • Arrange and attend all viewings.
  • Secure references from suitable Tenants.
  • Collect the security deposit and first month’s rent.
  • Draw up a lease agreement and furnish with House Rules.
  • Transfer utilities.
  • Undertake that a standing order is in place.
  • Provide an inventory in the lease agreement.
  • Retain a set of keys for the property.
  • Ensure that final accounts are requested on tenant’s departure.
  • Appoint a dedicated Property Manager.
  • Apply established in house management procedures to preserve & secure the asset.
  • Review insurances and provide recommendations.
  • Establish details of all cash flows.
  • Prepare financial analysis on the property.
  • Carry out a budget analysis on Service Charges and report on findings.
  • Review from a commercial viewpoint all relevant legal documents.
  • Ensure compliance by tenants with Leases.
  • Meet with Tenants to establish a working relationship.
  • Review property occupancy and tenant mix and make recommendations.
  • Prepare risk assessment on Tenants and make recommendations.
  • Implementing rent concessions if required subject to strict procedures.
  • Implement Rent / Service Charge Collection and Control Procedures.
  • Tender property outgoings ensuring value for money & maintain a quality service.
  • Recruit any directly employed staff in our dedicated services employment company.
  • Operational Management including.
  • Regular routine inspections of the property.
  • Marketing meetings in the case of commercial sites.
  • Fire Evacuation Procedures.
  • Obtain details of all tenant works and provide approvals.
  • Preparation of Tenant Handbooks.
  • Assess Facility Management requirements and implement.
  • Implement Planned Preventative Maintenance Programme (PPM).
  • Health and Safety assessment and enforcement.
  • Put in place Corporate Administration Services including service charge audit.
  • Maintain strict budget controls through an online Purchase Order System.
  • Maintain financial records.
  • Hold at a minimum quarterly client meetings to report formally on management.