The administrative management of your VME

The administrative management of a Co-ownership Association (VME – Association of Co-owners) is one of the most important responsibilities of the property manager (syndic). This management includes a wide range of tasks that are essential for the smooth operation of the VME. The syndic also acts as the main point of contact for co-owners and third parties (public authorities, suppliers, etc.) and ensures correct and accurate administration. The syndic is responsible for the efficient management and follow-up of all contracts. Finally, the syndic manages all insurance files and represents the VME in all legal matters.

Proper administrative management therefore ensures that your co-ownership is managed efficiently and transparently. Below, we explain the tasks and responsibilities of the syndic within the administrative management of your VME.

Responsibilities of the syndic in administrative management

Compiling the basic file

The basic file forms the backbone of the administrative management. It contains all key documents, such as the statutes, minutes of general or extraordinary meetings, and the various contracts. The syndic ensures that this file is always up to date and accessible to the co-owners.

• Secretariat and correspondence

Administrative management also includes communication, both within the VME and with third parties. The syndic receives all correspondence related to the VME and follows up on it appropriately. He manages the sending of letters and emails and ensures that all communication runs smoothly and efficiently. Through a digital tool (Dobby), co-owners can always consult and track the status of each file.

• Organisation of the statutory annual general meeting

The annual statutory general meeting of co-owners is the main decision-making body and therefore a crucial moment for the co-owners. The syndic ensures that the agenda is prepared, that co-owners are correctly and timely invited, and that all relevant documents are available to ensure the efficient conduct of the general meeting.

• Drafting the minutes

The syndic drafts the minutes of the decisions taken during the general meeting, including the names of co-owners who voted against or abstained. These minutes are provided by the syndic to each co-owner within 30 days after the meeting. These documents are part of the administrative management and are archived by the syndic.

• Implementation and follow-up of decisions

Administrative management also entails ensuring that the decisions of the general meeting, once final, are properly implemented. The syndic follows up on the action points and ensures that everything is carried out in accordance with the decisions of the VME.

• Management of contracts and insurance policies

The management of contracts and insurance policies is also an essential part of administrative management. The syndic ensures that all necessary contracts are concluded and kept up to date so that the VME is covered against all possible risks.

• Archiving of documents

A well-organised administration is crucial for the efficient management of the building. The syndic ensures that all important non-private documents are securely stored and easily accessible digitally for the co-owners.

• Representation of the VME

The syndic represents the VME in legal and administrative matters. On behalf of the VME, the syndic legally signs all contracts and, in consultation with the appointed legal counsel, follows up on any legal proceedings. He reports on this annually to the VME.

Digital administrative management for optimal efficiency

Syncura uses a digital platform for the administrative management of the VME. This platform offers several advantages for co-owners:

• Access to all relevant information

Via the web portal, co-owners have 24/7 access to all relevant common documents such as minutes, contracts, and notarial deeds. Co-owners can also consult their private documents, such as settlement statements, via this tool. Access to all these documents makes administrative management faster and easier.

• Easy reporting

Co-owners can report issues such as a defective light or door handle via the “report” button on the web portal or in the app. This ensures efficient technical management and a fast resolution of reported issues.

• Efficient management

Thanks to the digital platform, the administrative management of the apartment building becomes much easier. All administrative tasks are carried out more quickly and efficiently, contributing to the smooth operation of the VME.

• Secure archiving

All documents are stored digitally and securely. This ensures well-organised archiving that is accessible to co-owners 24/7. It makes the administrative management of the VME both clear and secure.

The administrative management of your VME is essential for the proper functioning of the co-ownership. The syndic plays a crucial role by organising, following up, and documenting everything correctly. With a digital platform, administrative management can be carried out more efficiently and transparently, resulting in smoother management of your apartment building.

Syncura offers the ideal solution for the administrative management of VMEs. With a user-friendly digital platform and a focus on lean administration and proactive management, we ensure that your co-ownership is optimally managed.