Property Management & Maintenance

Calling your Property Manager a “Factor” dates back to the days when most properties were rented and the Factor worked on the landlord’s behalf. This has led some to think the factor still owns the common parts of the building and has responsibility for dealing with all common repairs.

In fact, your property factor, whether private, council or housing association is employed to act on owners’ behalf to manage the  common property. It is the owners’ responsibility to make sure the common parts of their building are kept up to standard and the factor is there to help owners do this effectively.

Property factors have developed professional expertise in both management and technical areas and provide a “one stop shop” that can take away many of the property management headaches that affect common properties, however somewhere between a third and a half of all flat owners “self factor”- do it themselves – but this can be hard work and it can be difficult to get contractors to work for you as they may be concerned that they will have to chase every owner to get their bill paid.

Buildings with a Property Manager (Factor)

Most tenements and jointly owned properties in Glasgow are managed by property managers (factors) whose job it is to ensure good maintenance of the building on behalf of the owners. If you are new to a building contact your property manager and check what arrangements are in place for repairs and maintenance.

Ideally, they should carry out inspections once a year to the property and deal with any repairs and repair payments. But they do need rely on residents to keep an eye out for problems and to report them as soon as they are spotted.

The standard fees will not normally cover repairs. The property managers will notify residents of any repairs and bill each owner individually.

The Property Factors Act 2011 set up a detailed Code of Conduct which Property Managers must adhere to, you can download a copy of the code via the link below:

Property Factors (Scotland) Act 2011 Code of Conduct for Property Factors

You can also find a useful summary of the Code of Conduct via the Under One Roof website, as well as lots of useful information with regards to carrying out repairs to shared properties.

Buildings without a Property Manager (Factor)

If the property is in need of repairs and you do not have a property manager you will need to discuss the best way forward with your neighbours.

If there is a lot of work to do it would be best to obtain professional advice; although this will cost money, they will be able to oversee repairs and ensure the work is carried out to the right standard. See Finding the right people.

They may also be able to advise you on the best way to collect each owner’s share before any work is instructed.

You may also wish to set up an “owners account” into which money is paid for repairs. One way to work together effectively is to form an Owners Association.

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