Strata Management Services in Vancouver
We connect communities through heartfelt service and innovative technology. With Tribe Management, our strata management solutions can be integrated into your community anywhere in greater Vancouver regardless of the age of your building. We are experts in strata management in Vancouver.
Our Strata
Management Promise
Our Tribe team strives to build positive long-term relationships with council members and owners. This means transparency in all our dealings with the community by ensuring easy access to information about your property. We manage your assets and care for your home like it’s our own. We call it… Community Management with Heart.
Tribe
We promise to improve your customer experience. Through streamlined operations and innovative technology, our Community Managers can communicate with you in a timely and efficient manner.
Owners + Residents
We promise you access to important information. Through easy-to-use management and communication tools, access to amenities and services, a sense of community and a voice that can be heard.
Council Members
We promise access, transparency and accountability. Through our community platform, 24/7 access to important records and services, frequent communication and trust that it’s getting done.
How Does Our Strata Management Service Work?
Financial Management
Tribe Management has established systems and procedures to ensure Councils understand the financial position of their Strata Corporation and maintain control of both the cash flow and financial assets.
- Budgeting, financial review and forecasting advice
Bank requirements - Accurate and timely financial statements
- Payment (A/P) and collections (A/R)
- Compliance with relevant legislation
- Administration of short-term and long-term investments with a recognized financial institution in accordance with the Strata Property Act
Information Management
The Tribe Team strives to build positive long-term relationships with owners, Council Members and residents in all of their Vancouver communities. This means transparency in all our dealings with community stakeholders by ensuring easy access to information about their property.
- On-time delivery of minutes and financial statements, Council Meeting directives and invoice payments
- Minutes ready for Strata Council review within 5 business days of CM/AGM
- Financial statements distributed to Strata Council by 20th of the month following
- Help Desk tickets/client queries actioned within 24 hours
- Updated registry of owners, tenants, parking spaces, lockers and other items as required by Strata Property Act
Community Management
Tribe works to build active healthy communities; fostering that trust among owners to achieve their common lifestyle goals. Community Management in Vancouver is largely about increasing ‘social capital’.
- Strata 101 guidance with respect to the Strata Property Act
- Clear, frequent and purposeful communication with owners & residents
- Online amenity bookings
- 24/7 access to information from anywhere in the world
- Dedicated Transition Coordinator to ensure smooth and welcoming transition to new management
- A collaborative team approach where multiple people are available to help you when you need it
Building Maintenance
The value of your Vancouver community has gone up. Awesome! So have the costs. Not so awesome. Good news: we can help you maintain the value you’ve created while at the same time managing your costs by:
- Creating annual maintenance schedules
- Negotiating and reviewing contracts with vendors
- Supervising the work of contractors and consultants
- Managing home warranties and tracking deficiencies
- Providing guidance for depreciation reports, future maintenance and more
Warranty Period?
We’ll Do The Teaching!
Our Tribe Team can educate Council and owners about the warranty process; what is or isn’t a deficiency. We guide councils through the warranty period – reviewing warranty inspection reports and submitting common area deficiencies, and work with developers to ensure timely resolution of warranty items.
Property Management Software
Tribe communities use cutting-edge property management and communication tools designed in-house by industry experts.
Your Community Management Team uses Tribe Home Community Platform to manage your community, share building notices, meeting minutes, special project updates and more. This is where you will find all important building and community communication.
24/7 Access
No matter where you are, you can access the information you need 24 hours a day, seven days a week.
Record Management
One point of truth – all building information and communication saved in one easy-to-access place.
Community
Interact with your neighbours and build up your community. Now more than ever, we understand the importance of connection.
What Our Communities Are Saying
Andrew Do
"Grateful to have Tribe's systems implemented, Michelle is a great Property Manager and it's refreshing to have her high level..."
Wayne Kim
"This is ABSOLUTELY the best strata management company in town. Their teams always conduct themselves professionally and in the best interest of their clients..."
Harry Xu
"David Locke response fast, professional, and kind. Very lucky to have him and Tribe management helping our building!..."
Why choose Tribe for your community in Vancouver?
Access to information about your unit and community
Communities managed with heart across Alberta
Office conveniently located in Calgary
Number of happy employees across the province
FAQs
What is a Property Management company, and how can one help my Community or building?
A Property Management company works with the Strata Council or Board of Directors as an advisor on the daily management of a building or community.
The Property Manager (or what we refer to as Community Manager) works on behalf of the owners to protect their collective investment (i.e. an entire housing corporation or strata building), made up of a bunch of individually owned units. We have a great visual infographic that explains what a Property Manager does here.
The Property Management company provides services that include financial management, building maintenance through selected third-party vendors, community management and communication. You can learn more about the services we provide to our communities on Property Management Services.
Why is Tribe any different from other Property Management companies?
Our team strives to build positive long-term relationships with Council/Board members and Owners. This means transparency in all our dealings with community, by ensuring easy access to information about their property. We manage your assets and care for your home like it’s our own.
We take a people-forward + tech-forward approach to Property Management. This means that service, communication and technology work hand-in-hand to provide the best management experience.
We have an in-house product team dedicated to developing cutting-edge and easy-to-use software that makes it easy for Owners Residents, Board/Council and Managers to communicate with each other and look after client buildings.
Learn more about how Tribe is different from other Property Management companies here.
What processes do you employ during the transition from the incumbent Property Manager to you?
The transition process is very regimented and follows strict checklists and guidelines under the watchful eye of our Transition Coordinator.
Once we receive a signed agency agreement and the Board/Council instructs the outgoing Property Manager to provide us with information we take over and manage the entire process, with weekly updates to the Council/Board coming from the Transition Coordinator.
This process includes communication with Owners, setting up the accounting system and moving over the files of the Strata/Condo Corporation.
What kinds of projects have your Community Managers been involved with?
Our Community Managers have a range of experiences and have been involved in many significant projects. We currently have a complex window replacement project, several pipe replacement projects, roof replacements and numerous envelope replacements underway. Community Managers are always involved in education to ensure they are able to smoothly assist with any project that arises.
Does the designated Manager work with the Board/Council to create an annual schedule of events?
Yes, the Condo Board or Strata Council is provided with a schedule of maintenance and directs the manager about items that need to be added. This schedule is reviewed at each meeting.
How many Strata Council or Board of Directors meetings will the Strata Manager attend, and what are his/her responsibilities?
Meeting numbers are included in the proposal and are dependent on how many the Council or Board feels are appropriate. The Property Manager is responsible for the minutes (to be delivered to Council within 72 hours of the meeting in the case of BC and 10 business days to the Board in the case of Alberta and Ontario) and following up on the directives as identified by the Council or Board.
Are there charges if meetings go over-time?
In some instances, extra charges apply if the meetings go over time. However, only if overtime is regular and once a conversation has occurred to try to address the need for extra time.
Do you schedule a 'learning/understanding' meeting with the Board or Council at the start of your engagement?
Absolutely, we meet with the Board or Council to establish processes and ensure we understand your needs.
An owners’ meeting at the start of the relationship is also important so that the owners know who they are speaking with and understand our working relationship is different from many in the industry.
What is the Strata Property Act? (BC)
In BC, the Strata Property Act (SPA) provides the legal framework under which all strata corporations and strata owners must operate in the province. Your Community Manager is knowledgeable on the workings of the Act and can advise your Council or Board on it accordingly. You can find more about the BC Strata Property Act here.
What is the Condominium Act, 1998? (Ontario)
The Condominium Act, 1998 is Ontario’s legislative framework, providing information on the formation, purchasing, living in, and governance of condominiums. This act came into effect May 2001. Your Community Manager is knowledgeable on the workings of the Act and can advise your Board on it accordingly. Learn about Ontario’s Condominium Act, 1998 here.
What is the Condominium Property Act? (Alberta)
The Condominium Property Act is Alberta’s legislative framework for the creation and operation of any form of condominium, including residential and commercial. This Act applies to anyone who develops, owns or manages condominium property. Your Community Manager is knowledgeable on the workings of the Act and can advise your Board on it accordingly. Read more about Alberta’s Condominium Property Act here.
What financial statements and budgets are prepared? And by whom?
Cheque runs are done weekly with invoice submission deadlines the Thursday the prior week. Each community accountant reviews each invoice before the cheques are processed and each cheque is signed by a managing broker.
My Community has a contract with a Property Management company, but we’re thinking of changing. What should I do?
It is important to determine whether this relationship can still be salvaged or whether it is well and truly time to part ways. Is your community facing challenges due to a lack of communication, follow-through, or perhaps a personal issue with your current Property Manager?
Make a list of your current concerns and ask your current Property Management company for a schedule of improvement. If this doesn’t work, it is a good idea to start looking for options.
Check out our complete checklist on how to change property management companies.
What is a Strata Council or Condo Board?
The Strata Council (as it is referred to in BC) or Condo Board (rest of Canada) is a body elected by the owners in the building or community. It is the Council/Board’s role to manage the Strata/Condo corporation or community and represent the homeowners.
How would you describe your working philosophy with your customers?
Our promise to you is the following:
Our team strives to build positive long-term relationships with Board Members and Owners.
This means transparency in all our dealings with a Community by ensuring frequent communication and easy access to information about your property. We manage your assets and care for your home like they are our own. We call it... Community Management with Heart.
Which Property Manager will be assigned to our Community? What is their experience and workload, and if the property manager is absent for an extended period, what is your backup plan?
We suggest introducing Council/Board to at least two Community Managers to ensure the fit is right for everyone. Once the manager is in place, we communicate and introduce them to owners through a photo and bio to help your community get to know and identify them.
Our manager’s workload is carefully monitored and our Managing Brokers regularly contact Council/Board members to ensure our service delivery is consistent. When we look at portfolio size we look at both the number of buildings and night meetings. Managers with larger buildings typically carry fewer buildings but those buildings will have more council meetings than smaller and less complicated buildings. Our managers have between 60 and 70-night meetings annually.
As we promote a healthy work-life balance, in the case of absence such as vacations, we ensure your back-up manager will provide assistance as needed. Both your backup manager and Managing Broker have visibility of your Community Manager’s tasks and timelines via our task tracking tool. Your backup manager is consistent to ensure continuity even if your manager is away.
What is the process if the Board or Council requests a change of Community Manager?
We believe that if we make a good initial assignment the likelihood of a requested change is lessened. However, we understand that sometimes relationships don’t work.
A change request will indicate to us that we need to dig into what your community needs and we go to our managers to identify who may be a good fit. The manager will be available to speak with the Council/Board and, once approved, we start the process. Ideally, we make the transition over several weeks to allow the new manager to assume management without disruption to the strata/condo corporation.
What are your key performance indicators that you use with your Communities?
We review the timeliness of the minutes distribution, site visits and maintenance schedules along with periodic checks with the Council/Board President by a Managing Broker to ensure service delivery satisfaction.
When are the month-end financial statements delivered? What financial reports are included in the month-end package? Are the monthly financial statements prepared on a fully accrued basis?
Financial statements are delivered by the 20th of the month following. Yes, our statements are based on accrual accounting. We also include copies of your invoices and bank reconciliations with your statement.
What kind of support is provided to your Community Managers?
Community Managers (CMs) receive support from Community Coordinators (CCs) who help with day-to-day responsibilities. The role of the CC is to help ensure a high quality of admin work and get Meeting Minutes sent out on time. In addition to the assigned CC, we operate as a big team here at Tribe. We have various departments – such as our own Accounting Department, ready to support CMs in ensuring that we provide customers the service they need.
Is the Strata Council or Condo Board provided with copies of paid invoices? How often?
Yes, we provide all of our Strata Councils and Condo Boards with copies of paid invoices in the monthly financial statements.
Can You Provide References?
Absolutely. We have many references from buildings we have managed for many years along with clients who have recently gone through our transition process.
We do wait until we have met with the Condo Board or Council and feel the strata/condo corporation would be a good fit. This is because of the number of requests we get for proposals and wanting to respect our existing clients and not ask for references too often.
What are the costs of your services?
They depend on many factors, including the complexity of the condo/strata corporation (do you have sections, types or airspace parcels?), the number of council meetings your strata corporation chooses and whether there are complicated projects on the horizon and more.
Once we have that information we put together a proposal. We prefer to do a site walk-through prior to submitting a proposal so that we get you more accurate estimates.
How Can We Help You?
Looking for more information about our Property Management services? Have questions about your existing property with Tribe? We want to hear from you!
Let us use our expertise to enhance your community living experience.