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Property administration


Wohnung Betreuen Eigentuemer- und Mieterbetreuung  Otto Immobilien
Do you own an apartment building? Or one or several apartments? Then you will certainly be familiar with some of this: Where is the wet spot on the ceiling from? Is the facade damaged at the top? Has the rent been received in the account? Has the electrician dropped by? Has the insurance policy been extended? Has the tax been paid?
 
Real estate involves a lot of daily work. We are familiar with all the tasks involved: our core competencies include the administration of buildings and apartments. As in our other areas, we are committed to highest quality standards and reliability. To make sure you get to enjoy your property as long as possible. Get to know our services – and appreciate – our service. Our experts look forward to putting together a bespoke offer that meets your personal need.

Our services for house owners

We provide comprehensive support in the following areas; if need be around the clock:
  • Owner representation: We represent your interests in dealings with the authorities, tenants, keep your house documents (official notices, plans, etc.), apartment inspections on request and take care of inquiries relating to resident registration.
  • Reports: We keep you up to date about new developments relating to your property, incidents in the common facilities, about any necessary maintenance work and improvements - in the format of your choice either by post, e-mail or using the OIS texting service (OTTO Information Service).
  • Landlord billing: We draw up accounts matching receipts against expenses - as agreed, on a monthly, quarterly or semi-annual basis.
  • Taxes: We prepare monthly advance VAT returns, annual tax returns and any required supplements.
  • Operating cost accounting: We prepare the annual account statement for operating costs by no later than June 30th of a given year, adjust the operating cost allocation, optimise your operating costs by negotiating with contract partners.
  • General contract management: We scrutinise operating cost trends over recent years and make use of any savings potential by negotiating contracts and contracting out services.
  • Rental agreement management: We draw up rental agreements in compliance with the respective legal requirements (reference value, reasonable rent, unrestricted rent); rent adjustments in line with changes to the consumer price index, continuously monitor fixed-term tenancy agreements.
  • Tenant support: We organise the handover and acceptance of apartments, including documentation using photographs and a handover/acceptance certificate, manage deposits, take care of ongoing correspondence and process claims, ensure an exchange of information during restructuring, inspect the premises and, where necessary, instigate legal action relating to rental payments und to evictions.
  • Bookkeeping: We keep an account for each property owner, pay invoices that become due and prepare the monthly rent payment notices.
  • Reminder scheme: We continuously monitor arrears in rent, operate standardised reminder procedures, collaborate with lawyers and debt collection agencies.
  • Payroll accounting for house caretakers: We draw up the contract, keep a personal file, process payroll accounts and assess the workplace.
  • Property administration: We inspect the property at least once every six months, point out potential hazards to you, report to you on an ongoing basis, provide proposals for improvements in the course of major restructuring, directly commission small repairs up to an agreed upper limit.
  • Defect management: We ensure the remediation of any defects identified, ensuring remedial action by the technical staff of OTTO Immobilien or by external contractors. We keep a tab on warranty periods and advise on the enforcement of claims.
  • Insurance policy management: We monitor existing insurance coverage for the property, warrant prompt handling of claims and negotiate contract optimisation.
  • Construction management, reconstruction: We develop reconstruction plans in accordance with your needs, solicit several quotes, provide ongoing support to the professionals on site, accept deliverables, ensure invoice vetting and keep a tab on warranty periods.
And all of this is supported by a 24-hour service hotline: Our colleagues take emergency calls even outside of office hours and ensure that immediate action is taken (no external call centre).

Our service for apartment owners

Should you own one or several apartments, we are happy to manage the following areas in accordance with your needs:
  • Owner representation: We protect your interests as the apartment's owner, represent the interests of the apartment owners in dealings with all courts and administrative authorities, tax offices or banks, ensure compliance with the regulations requiring specialised professionals to perform specific tasks and accept the consignment of documents and funds.
  • Property administration: We inspect the property at least once every six months, arrange for measures that ensure proper maintenance of the property, avert liability risk and ensure maintenance of common technical facilities in compliance with the legal requirements.
  • Reporting: We keep you up to date about new developments relating to your property, incidents in the common facilities, about any necessary maintenance work and decisions on improvements. We keep you informed about all any disruptions using the OIS texting service (OTTO Information Service).
  • Receipt/disbursement management: We take of the liquidity management, hold the assets of the apartment owners in trust, keep the funds in a current account or, as the case may be, savings account in their name, take care of the reminder scheme and claims management.
  • Bookkeeping and statement of accounts: We duly keep the tenant accounts and financial bookkeeping.
  • Operating cost accounting: We prepare proper statements of account in a timely manner, prepare a preview for the time to year-end of expenses to be expected in the following year, we adjust the operating cost allocation and optimise operating costs by negotiating with contract partners.
  • Payroll accounting for house caretakers/supervisor: We draw up the contract, keep a personal file, process payroll accounts and assess the workplace.
  • Taxes: We prepare monthly advance VAT returns.
  • Insurance policy management: We monitor existing insurance coverage for the property, warrant prompt handling of claims and negotiate contract optimisation.
  • General contract management: We scrutinise operating cost trends over recent years and make use of any savings potential by negotiating contracts and contracting out services.
  • Defect management: We ensure the remediation of any defects identified, ensuring remedial action by the technical staff of OTTO Immobilien or by external contractors. We keep a tab on warranty periods and advise on the enforcement of claims.
  • Construction management, restructuring: In consultation with you, we coordinate the administrative handling of large-scale repairs and restructuring.
24-hour service hotline: Our colleagues take emergency calls even outside of office hours and ensure that immediate action is taken (no external call centre).

Our service for tenants

If you are a tenant in an apartment managed by OTTO Immobilien, you get to use the following services:
  • Tenant support: We document and keep records of the apartment handover and acceptance by the tenant, we change electricity and gas to your name, manage your security deposit, take care of ongoing correspondence, process claims and keep you up to date about ongoing restructuring projects in the rental property.
  • Defect management: We ensure the remediation of any defects identified, ensuring remedial action by the technical staff of OTTO Immobilien or by external contractors. We keep a tab on warranty periods and advise on the enforcement of claims.
  • 24-hour service hotline: Our colleagues take your emergency calls even outside of office hours and ensure that immediate action is taken (no external call centre). 
  • Property administration: We inspect the property at least once every six months, point out potential hazards to you and provide proposals for improvements.
  • Operating cost accounting: We prepare the annual account statement for operating costs by no later than June 30th of a given year and adjust the operating cost allocation; we optimise your operating costs by negotiating with contract partners.
  • Bookkeeping: We duly keep the tenant accounts and financial bookkeeping.
  • Rental agreement management: We draw up rental agreements in compliance with the respective legal requirements.
  • General contract management: We conclude maintenance and administration contracts and monitor these on an ongoing basis.
  • Insurance policy management: We monitor existing insurance coverage for the property and warrant prompt handling of claims.