The role of a property manager is not always obvious, as it covers a wide range of responsibilities. Many residents may be unsure exactly what their property manager handles. In this article, we explain the typical responsibilities of a property manager in Finland.
Simply put, a property manager helps the housing company’s board keep day-to-day operations, decision-making, finances and property maintenance in order. The property manager does not decide what the housing company does independently, but acts on decisions made by the board and the general meeting of shareholders. The board leads the housing company, while the property manager provides support and puts decisions into practice.
Administrative property management keeps things running smoothly
An administrative property manager handles matters related to the housing company’s decision-making, contracts and communication. They make sure things progress as agreed and that the board has the information it needs to make decisions.
Their responsibilities include:
- preparing board meetings and general meetings of shareholders
- managing meeting documents, minutes and decisions
- liaising with the board and service providers
- implementing the board’s decisions through practical arrangements, ordering services, coordination, follow-up and communication
- keeping the board, shareholders and residents informed about housing company matters
- handling contracts, notifications and administrative matters
- advising the board on matters such as the division of responsibilities, rules and practical questions.
Depending on the situation, project and property management company, an administrative property manager may also handle some of the technical property management or financial administration tasks listed below.
Technical property management looks after the building’s condition
Many property management companies, including Kontu, have technical property managers who work alongside administrative property managers. Technical property management focuses on the building’s condition, repairs and maintenance planning. It is particularly important when a housing company is planning renovations, investigating damage or taking a long-term approach to maintaining the property.
A technical property manager’s responsibilities include:
- preparing and coordinating repair projects
- commissioning building condition investigations, surveys and specialist assessments
- helping with competitive tendering for contractors
- monitoring renovation and maintenance work
- supporting long-term maintenance planning
- investigating technical problems together with specialists.
Financial administration keeps finances and reports in order
Alongside the property manager, financial administration professionals help keep the housing company running smoothly. They look after its finances and make sure payments, accounting and reporting are handled properly. This gives the board a clear picture of the housing company’s financial position.
Their responsibilities include:
- billing housing company charges and fees for services such as water, parking and sauna use
- processing supplier invoices and handling payments
- bookkeeping
- preparing the financial statements
- preparing the budget to support the board’s work
- financial monitoring and reporting
- preparing financial calculations relating to loans, renovations and housing company charges.
What does the property maintenance company handle?
When everyday problems arise, many residents contact the property manager directly, even if the property maintenance company would be the right first point of contact. The maintenance company usually handles practical day-to-day tasks, such as maintaining outdoor areas, clearing snow, gritting paths, responding to cleanliness issues in shared areas, providing door-opening services, replacing light bulbs in shared areas and dealing with minor faults.
For example, if a stairwell light has gone out, the entrance door does not close properly or a tap in your apartment is leaking, the maintenance company is often the right place to contact first. Contact the property manager when your question concerns housing company decisions, contracts, major repairs, finances or administrative matters.
In practice, administrative property management, technical property management, financial administration and the maintenance company work together to support everyday life in the housing company. Residents and shareholders do not need to know every detail, but one basic distinction is helpful: the maintenance company handles everyday faults and routine property maintenance, while the property management team helps the board run the housing company and keep its day-to-day operations on track.
