Total OCS | Residential OC Services
Independent, Governance‑First Owners Corporation Management
Protect your Home and your Investment.
At Total OCS, our role is to support Owners Corporations with practical governance, financial clarity, and proactive management—from initial establishment or transition through to steady, long‑term operations.
We act independently, transparently, and always in the best interests of the Owners Corporation, ensuring decisions are compliant, defensible, and aligned with the needs of owners and committees.
Our Core Services
Administration assistance
- Draft and issue communication
- Manage phone and email enquiries
- Schedule, conduct and minute Committee & Annual General Meetings
- Facilitate dispute resolution
- Schedule and manage all work through management software
Financial facilitation
- Collecting fees, and levies
- Processing invoices and payments
- Manage Financials and OC Funds
- Clear and Concise Financial Reporting
- Financial Forecasting
- Arrange Audits
- Lodge insurance claims
Operational oversight
- Accurate Record Keeping
- Reviewing maintenance plans
- Drafting operating budgets
- Overseeing Cash Flow
- Obtaining quotes from contractors
- Following up on works in progress
Expert coaching
- Learn how to effectively manage an owners corporation
- Encourage community engagement
- Comply with legislative requirements
- Comprehensive building health check
- Professional advice and guidance to owners and committee
A smarter resident experience starts with a
Custom Property Page
We can create a dedicated page for your building within our website, so residents have easy access to important property information, while your owners corporation benefits from clearer communication and a more professional experience.
Owners Corporation Engagement Process
From Appointment to Ongoing Management
Establishment & Transition
Whether we are appointed at handover for a new development or engaged following a change of manager, we ensure a structured and well‑managed transition.
This includes:
- Formal acceptance of appointment and execution of the management agreement
- Coordination with developers or outgoing managers to obtain all statutory, financial and building records
- Establishment or confirmation of Owners Corporation bank accounts and authorities
- Verification of the Owners Corporation Register, lot entitlements and liabilities
- Review of existing contracts, warranties, insurance and compliance documentation
Our priority at this stage is to ensure the Owners Corporation starts on a solid, compliant foundation with clarity around records, authority, and responsibilities.
Governance & Compliance
We manage the procedural and legislative responsibilities of the Owners Corporation in accordance with the Owners Corporations Act 2006 (Vic) and applicable regulations.
Our governance services include:
- Preparation and distribution of notices for AGMs, SGMs and Committee meetings
- Preparation of agendas, resolutions, proxy forms and voting papers
- Procedural guidance during meetings and accurate minute‑taking
- Maintenance of statutory registers and resolution records
- Advice on voting eligibility, arrears restrictions, proxies and resolution thresholds
We focus on clear process, compliant decision‑making, and transparency, so committees can act with confidence.
Financial Management & Reporting
Sound financial management underpins effective Owners Corporations. We provide structured, transparent financial administration with no surprises.
This includes:
- Preparation of annual administrative and maintenance fund budgets
- Issuing levy notices and managing levy collections
- Payment of authorised accounts and contractors
- Bank reconciliations and financial record keeping
- Preparation of interim and end‑of‑year financial reports
- Arrears monitoring and debt recovery support (as directed)
Our reporting is designed to be clear, readable and meaningful, not simply compliant.
Maintenance & Asset Oversight
We support Owners Corporations in maintaining common property assets responsibly and cost‑effectively.
Our role includes:
- Logging and assessing maintenance requests
- Determining responsibility between lot and common property
- Obtaining and managing quotes where authorised
- Coordinating qualified and insured contractors
- Tracking maintenance history and asset performance
- Supporting preventative and long‑term maintenance planning
We aim to reduce reactive decision‑making by encouraging forward planning and informed maintenance strategies.
Insurance Management
We assist Owners Corporations to meet their insurance obligations and understand their coverage.
This includes:
- Coordinating insurance quotations and renewals
- Presenting options and supporting informed decisions
- Managing premium payments
- Assisting with claim lodgement and administration
- Maintaining insurance and claims records
Total OCS operates independently, with no affiliations or undisclosed commissions associated with insurance placement.
Contractor & Service Provider Coordination
We manage essential service providers engaged by the Owners Corporation, ensuring accountability and compliance.
Our services include:
- Engagement and oversight of contractors and consultants
- Monitoring contract terms, renewals and performance
- Ensuring licences, insurances and compliance obligations are met
- Coordinating tender processes where required
Committee & Owner Support
We act as a consistent and professional point of contact for both committees and lot owners.
This includes:
- Responding to enquiries in a timely and practical manner
- Providing plain‑English explanations of Owners Corporation matters
- Supporting committee members in understanding their roles and responsibilities
- Assisting with day‑to‑day operational queries
Our approach is supportive and collaborative, without being directive or driven by billable hours.
Ongoing Oversight & Continuous Improvement
Our role does not stop at administration. We actively support Owners Corporations in improving outcomes over time.
This includes:
- Identifying governance, financial or operational risks early
- Reviewing existing practices and service arrangements
- Making practical recommendations aligned with the Owners Corporation’s goals
- Keeping committees informed of legislative and regulatory changes
Total OCS Approach
Total OCS is deliberately boutique. We work with a limited number of Owners Corporations to ensure each receives appropriate attention, continuity, and thoughtful management.
Our service philosophy is founded on:
- Independence – no conflicts of interest
- Transparency – clear reporting and decision‑making
- Integrity – acting solely in the Owners Corporation’s best interests
Why committees choose Total OCS
We bring experience, clear values and a genuine commitment to getting the job done right. When challenges arise — and in strata, they always do — we are the calm, steady voice that helps committees make confident, informed decisions.
