Seamless Owners Corporation Establishment for New Developments
OCCM specialises in managing the seamless handover process for new developments which ensures a smooth transition from construction to operational management. Our services include expert consultation throughout the development and post-development stages, as well as the following key responsibilities:
Pre-Handover Preparation
Review of Plan of Subdivision: Ensuring compliance and accuracy.
Preparation of Initial Budgets: Development of a comprehensive first‑year budget, incorporating key elements of the anticipated second‑year (post‑DLP) budget to minimise any significant increase in levies between Year 1 and Year 2.
Arrangement of the Inaugural General Meeting: Facilitating the first meeting of the Owners Corporation (OC).
Insurance and Maintenance Plans:
Assisting in arranging Insurance Valuations and Long-Term Maintenance Plans.
Arranging Building Insurance for the property.
Review of Special Rules: Ensuring all rules align with the OC’s requirements.
Settlement Briefings: Attend briefings leading up to settlement.
Site Inspections: Conducting site visits after confirmation of OCCM’s appointment (prior to settlement/handover) to:
Inspect construction progress.
Confirm locations of services.
Audit and document any concerns.
Handover Process
Initial Financial and Statutory Setup: Establishing the Financial Year, Bank Accounts, ABN, and TFN for the Owners Corporation’s.
Attendance at Builders Handover: Overseeing the handover process, which includes but is not limited to:
Verifying and addressing prior concerns.
Documenting the location and access to services and common areas.
Taking charge of keys and access control measures for common property.
Work with Building Management to identify apparent defects and arranging a Defect Report.
Confirming the activation of essential services.
Conducting a full site walkthrough with the Builder and Developer.
Post-Handover Support
Contractor Management:
Preparing scopes of work for contractors.
Arranging and managing contractor tenders for required services.
Administrative Setup:
Installing and setting up office and building administration systems.
Completing necessary data entry for operational readiness.
Owners Corporation Certificates: Providing OC Certificates at no charge for initial purchasers.
Developer Collaboration: Supplying the developer with OC-related information for inclusion in the new owner welcome pack.
Onsite Staff Support:
Presenting qualified candidates for the Facilities Manager/ Building Manager/ Concierge role and specialised Owners Corporation Cleaners.
Providing a comprehensive site brief to appointed candidates.
Assisting in training onsite staff to ensure they meet the OC’s requirements and provide exceptional service to residents.
Defect Reporting: Work collaborately with building management to review, record and see out building defects.
Special General Meeting:
Once 50-75% of the apartments are sold, facilitating a Special General Meeting for all owners.
Hold an election for the Owners Corporation Committee to ensure effective governance and representation.
First-Year Budgeting & Financial Establishment
OCCM prepares clear, sustainable and fully transparent first‑year operating budgets that support a stable transition from development to occupation. Our budgets are designed to reflect the true operational needs of a new building while ensuring alignment with commitments made to purchasers during the sales and marketing phase.
Where applicable, we allow for costs that will arise beyond the first year but are covered under the initial Defects Liability Period. This approach helps avoid artificial fee increases in year two and supports long‑term financial stability from the outset.
Key budgeting considerations include baseline building services such as cleaning, security, waste management, essential services, lifts, HVAC systems, utilities, landscaping, façade and window cleaning cycles, and general maintenance. We also provide for start‑up and settlement‑period demands, including additional concierge or administrative coverage, move‑in logistics, access device provisioning, resident induction materials and increased communication volumes during high‑settlement periods.
Insurance premiums are aligned with current valuations, and contributions to the maintenance fund are raised within the first year and reviewed in year two to ensure consistency with initial long‑term maintenance planning. Utility budgets are prepared using evidence‑based assumptions informed by current market rates, with quarterly interim financial reporting provided to track performance against budget and explain any variances.
Structured Settlement & Establishment Program
To ensure a smooth transition into occupation, OCCM delivers a structured settlement and early‑stage operations program tailored to each development.
Pre‑Settlement (approximately 2–8 weeks prior)
We confirm Owners Corporation registers, rules and service‑provider readiness, finalise move‑in and logistics procedures, establish lift and loading dock protocols, prepare induction materials, and implement digital platforms, access device systems and communication plans.
Settlement & Move‑In Phase (go‑live to approximately 12 weeks post‑settlement)
Our team supports onsite operations by managing bookings, access administration, parcel coordination and resident enquiries. Welcome information is issued to new residents, including building rules, amenity guidelines, digital app access and defect reporting processes. Defects and common‑area issues are monitored and summarised for relevant stakeholders.
Defects & Stabilisation (approximately 3 to 12 months post‑occupation)
We maintain a consolidated defect register tracking responsibility, status and target resolution dates, with escalation pathways agreed between stakeholders. Post‑occupancy reviews are undertaken at key intervals to refine service levels, budgets and operational assumptions as the building stabilises.
Why choose OCCM for your development?
Our expertise ensures a stress-free handover process, allowing developers and owners to focus on their priorities while we handle the complexities of transitioning a new development into a fully operational community.
