Choosing a strata manager is an important decision for any owners corporation. The right appointment can support effective governance, compliance, and day-to-day administration. The wrong fit can lead to confusion, delays, and frustration for committees and owners alike.
This article explains how to choose the right strata manager for your property, what committees should assess before appointing a manager, and how to avoid common pitfalls when comparing strata management services.
Why choosing the right strata manager matters
A strata manager plays a central administrative role within an owners corporation. While they do not make decisions on behalf of the committee, they are responsible for implementing resolutions, maintaining records, coordinating processes, and supporting compliance obligations.
Because the role touches finances, maintenance, meetings, and communication, the quality of strata management can significantly affect how smoothly a property operates.
Selecting the right strata manager is less about finding the largest firm or the lowest fee, and more about choosing a manager whose experience, systems, and communication style align with the needs of the owners corporation.
Understand what a strata manager is responsible for
Before comparing providers, committees should have a clear understanding of what a strata manager does, and what they do not do.
A strata manager typically supports:
- Financial administration and levy management
- Meeting coordination and record keeping
- Maintenance processes and contractor coordination
- Insurance administration
- Compliance tracking and statutory obligations
They act under instruction from the committee and within the scope of the management agreement.
For a detailed explanation of the role, see:
What Does a Strata Management Company Do in Melbourne?
Understanding this distinction helps committees assess whether a prospective manager is offering appropriate support rather than over-promising control.
Assess experience with similar properties
Not all strata managers work with the same types of buildings. Experience matters.
Committees should consider:
- The size and complexity of properties the manager currently services
- Experience with residential, mixed-use, or commercial owners corporations
- Familiarity with buildings of a similar age or maintenance profile
A manager experienced in large apartment complexes may not be the best fit for a small townhouse development, and vice versa.
The goal is not scale, but relevance.
Evaluate communication and responsiveness
One of the most common concerns raised by committees relates to communication.
When assessing how to choose the right strata manager, consider:
- How clearly information is explained
- Expected response times
- Who the main point of contact will be
- How issues are tracked and followed up
Clear communication reduces misunderstandings and helps committees feel supported rather than sidelined.
Review knowledge of Victorian strata legislation
In Victoria, owners corporations operate under the Owners Corporations Act 2006 and associated regulations. While the owners corporation remains legally responsible, a strata manager should have a strong working knowledge of the framework.
This includes:
- Meeting requirements and timeframes
- Record keeping obligations
- Disclosure and reporting standards
- Processes for handling breaches and enquiries
A knowledgeable manager helps ensure obligations are identified early, reducing risk for committee members.
Understand the management agreement and fees
Strata management fees can vary significantly, and the lowest fee is not always the most cost-effective option.
Committees should carefully review:
- What services are included in the base fee
- What tasks are charged as additional services
- Term length and termination conditions
- Authority limits for expenditure and decisions
Transparency is key. A clear agreement reduces disputes and sets realistic expectations on both sides.
Ask how maintenance and contractors are handled
Maintenance coordination is often one of the most time-consuming aspects of strata management.
Important questions include:
- How maintenance requests are logged and tracked
- Whether multiple quotes are obtained where required
- How contractors are selected and monitored
- How committees are kept informed
The strata manager coordinates the process, but approval authority remains with the committee unless otherwise resolved.
Consider systems, reporting, and record access
Modern strata management relies heavily on systems and documentation.
Committees may wish to ask:
- How financial and meeting records are stored
- Whether owners and committee members can access information online
- How transparency is maintained around levies and expenditure
Clear records and accessible reporting support better decision-making and accountability.
Check references and reputation
Speaking with existing clients can provide insight that brochures and proposals cannot.
When checking references, consider asking about:
- Responsiveness under pressure
- Accuracy of financial reporting
- Consistency of service over time
- Willingness to explain complex issues
Independent information from Consumer Affairs Victoria may also assist owners corporations in understanding their rights and obligations.
Remember: the committee remains in control
An important part of choosing the right strata manager is understanding that the manager supports — not replaces — the committee.
A professional strata manager:
- Implements committee decisions
- Provides administrative structure
- Flags compliance requirements
- Maintains continuity
They do not make unilateral decisions or remove legal responsibility from the owners corporation.
Frequently asked questions
Is there a legal requirement to appoint a strata manager?
No. Some owners corporations self-manage. However, professional management is often practical for larger or more complex buildings.
Can an owners corporation change strata managers?
Yes. The process depends on the management agreement, notice periods, and resolutions.
Should the committee choose the cheapest option?
Cost is one factor, but service scope, experience, and transparency are equally important.
Does a strata manager handle disputes?
They can assist with process and documentation. Formal disputes may require escalation through Consumer Affairs Victoria or legal advice.