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Here are some of the most common questions asked about Amber Management

open/close buttonProfessional Bodies

Is your company a member of any professional body/bodies?

Yes, we are full members of ARMA (the Association of Residential Managing Agents). We are of course bound by their code of conduct and subject to their strict audit requirements. Further information about ARMA may be found by following this link http://www.arma.org.uk to their website.

open/close buttonProfessional Indemnity

Do you hold Professional Indemnity Insurance?

We hold full Professional Indemnity Insurance cover to underwrite the quality of our service and our standards of performance and a copy of our Certificate of Insurance can be provided upon request.

open/close buttonOur Company and Financial Viability

How long has your company been in existence?

The Company was incorporated in April 2005 as Amber Estate Management Limited and is registered in England under company number 5124714. The trading name of the company is Amber Management. The principals in the company have combined property experience spanning in excess of 40 years.

How many employees do you have involved in Property Management?

We have 10 full time members of staff engaged solely on Property Management activities and numerous part time support staff.

Are you able to provide proof of your financial viability?

We make no secret of the fact that, unlike a number of our competitors, our organisation is well run, profitable, and virtually debt free. Our accounts are filed and available for inspection at Companies House. Further information may be provided upon request.

Do your fees attract VAT?

Our company is registered for VAT and hence VAT is payable on all fees.

Our VAT Registration Number is 888253378.

open/close buttonProximity and Performance

Will the location of your office, or offices, have a bearing on the service we may expect to receive?

Our property managers spend a large amount of their time at and about the properties under management, wherever they may be, and therefore distance from or proximity to any given development is not an issue. Whist they are elsewhere other than in the office the Property Management Support Team will deal with all maintenance and non-strategic issues arising.

open/close buttonData Protection

Are you registered under the Data Protection Act?

Yes. All public and private organisations are legally obliged to protect any personal information they hold and we confirm that we are registered under The Data Protection Act.

Our Data Protection Registration Number Z935446X

Further information on the Data Protection Act may be found by following this link www.ico.gov.uk/Home/for_organisations/data_protection_guide.aspx to the Information Commissioner's Office.

open/close buttonInformation System

What IT facilities do you have and what information can you record and keep updated?

We reiterated our Commitment to Excellence in the provision of services for clients by the decision to continue to move forward with the QUBE Property Management Software Solution, as the backbone of our client property management, accounting and administration software.

QUBE are a specialist in providing property management and accounting solutions. Established since 1978 (formerly Estate Computer Systems) they are a leader in harnessing the power of IT to bring business benefits to the property sector. QUBE has become the UK's leading supplier of property management solutions and is dedicated to providing flexible and efficient property software to the industry.

Information on QUBE may be found by following this link http://www.qubeglobal.com/solutions.asp to their website.

open/close buttonContractors

How comprehensive a panel of contractors do you have?

We have a comprehensive list of Preferred Contractors, independent of our organisation, who are capable of undertaking a wide spectrum of works, both small and large. We operate a robust purchase order system which ensures both quality and financial control of all works undertaken

Do you charge a fee for contractor selection and/or a percentage of their charges?

We do not charge any additional fee for the tendering process on contractor selection for 'day to day' works or services. However, in line with industry practice we usually charge a fee when instructed to act as project manager for major works and/or when instructed to undertake any associated legal (administration) aspects, the cost of any such additional services being pre-agreed. A pre agreed fee may apply.

What selection criteria do you use for contractors on your panel?

The majority of our contractors have worked for our clients for many years however we are always looking to add to our client contractor panel by bringing on board further contractors of proven ability and financial probity, able to comply with requisite Public Liability Insurance and Health & Safety criteria.

open/close buttonService/Maintenance Charge Funds

Where and how do you keep Service/Maintenance Charge funds, how are they administered and who receives any interest?

Each of our clients has their own designated bank account. All our bank accounts are with HSBC. Client bank accounts are reconciled on a weekly basis and interest earned is credited to the account on a quarterly basis.

How do you deal with unpaid service/maintenance charges, and what procedures are in place to deal with defaulters?

We have robust processes in place for the issue of service/maintenance charge demands, and the recovery of monies payable from defaulters. In common with our clients we take the view that it is simply unfair that any one payee discharging his/her/their obligations in a timely fashion should have to subsidise another who does not. A process of incremental reminders and chasers, possibly leading to recovery action in some instances, has resulted in our first class record of service/maintenance charge recovery.

How am I able to pay my service/maintenance charge?

You can pay by cheque, credit card, or subject to client approval, by Standing Order. Details are included with service/maintenance charge demands.

open/close buttonClient Reports

What reports are available to clients?

Income, Expenditure, and bank balance enquiries/reports are available to our clients through this website or in the alternative by post upon request. All financial information is up to date as at midnight the night before.

Can you supply an example of the format of financial information you will use for our block?

Yes, we will gladly provide sample reports upon request.

open/close buttonMeetings and Inspections

How do you conduct business with your clients?

In addition to Annual General Meetings, one or more periodic meetings may be convened each year and notes of such meetings recorded. The periodicity of meetings may depend on the size, nature and requirements of the client.

Advances in technology are leading to more and more 'day-to-day' business being conducted via electronic means, for instance via email.  This can be mutually beneficial as matters of interest, particularly contentious ones, can be highlighted, discussed and usually dealt with more speedily.

How often does a representative from your company visit properties you manage and check on how contractors fulfill their obligations?

Our property manager will visit your property/development on occasions as agreed/specified in our management agreement, with additional visits being conducted as and when necessary.