Choosing a Strata Manager in Victoria: What to Compare Before You Switch
Table of Contents
- Why Owners Corporations Change Managers
- How to Change Owners Corporation Manager in Victoria: Process and Timeline
- What to Compare When Choosing a Manager
- Frequently Asked Questions
Last Updated: 19 October 2026
Why Owners Corporations Change Managers
Owners corporations rarely change manager suddenly. Poor communication, delayed responses to urgent issues, or a management style that does not fit the building build up until problems go unresolved for weeks or costs appear unexplained. Many managers run a one-size-fits-all model that misses heritage listings, complex shared facilities, or the practical needs of a mixed-use site.
In Victoria the decision is the owners corporation’s to make. Under the Owners Corporations Act 2006 (Vic) the owners corporation resolves at a general meeting to appoint or revoke the appointment of a manager, and the appointment must be in writing using the approved contract of appointment. The committee prepares the recommendation and runs the process, but the appointment itself is a decision for owners. A tier one owners corporation must appoint a manager unless it has opted out by special resolution.
The signs that a change is worth considering are consistent: fees that rise without explanation, maintenance requests that take days to acknowledge, financial reports that arrive late or unexplained, and a manager who cannot name the building’s defects, its maintenance plan, or the next compliance deadline.
How to Change Owners Corporation Manager in Victoria: Process and Timeline
The transition process starts with a decision of the owners corporation, not a signature. The practical sequence:
- Review the current management agreement for notice periods and termination terms.
- Put the appointment of a new manager on the agenda of a general meeting, with a motion that names the proposed manager and the start date.
- The owners corporation resolves at the general meeting and the resolution is recorded in the minutes.
- Serve written notice on the outgoing manager in line with the contract.
- Request the full records handover: the register of owners, the owners corporation rules, financial statements, maintenance fund records, insurance certificates, contracts and keys.
- Confirm the appointment in writing with the approved contract of appointment, and brief the new manager on open defects, complaints and maintenance items.
A clean handover depends on step five. Ask for the register of owners, rules, maintenance fund records, insurance certificates and outstanding works in writing, and check them against the outgoing manager’s final financial statements before the changeover date.
In practice a well-run transition takes four to eight weeks, depending on the notice period in the current agreement and how quickly the records are produced.
What to Compare When Choosing a Manager
Quotes for owners corporation management look similar on the first page. What separates them is what happens after appointment, so compare the same six things across every proposal you shortlist — including the manager you already have.
| What to compare | What a good answer looks like | The question to ask |
|---|---|---|
| Fee structure | A written fee schedule that itemises what is included, what is billed separately, and any commission income from contractors | Which services are included, and what triggers an additional charge? |
| Responsiveness | A named manager, a stated response time, and an after-hours process for emergencies | Who answers when something goes wrong, and how quickly? |
| Compliance knowledge | Working knowledge of the Owners Corporations Act 2006, the tier obligations, and the maintenance plan and audit deadlines that apply to your building | Which obligations apply to our tier, and when are they due? |
| Records and handover | A written handover checklist covering the register of owners, rules, financial statements, maintenance fund records, insurance and contracts | What is handed over, in what format, and by when? |
| Reporting and transparency | Financial reporting that separates the administrative fund from the maintenance fund, with clear explanations for any variance | What will owners see each month, and how are increases explained? |
| Local knowledge | Managers who work in your municipality, know the local contractors, and can attend the building when required | Which buildings do you manage near ours, and who is the manager assigned to us? |
Two further checks are worth making before you shortlist. First, confirm the manager is registered with the Business Licensing Authority and holds professional indemnity insurance — a manager who is paid must be registered. Second, read the term of appointment: a manager cannot be appointed for a period longer than three years, so any agreement that exceeds that is a sign the paperwork is not being read.
Top Owners Corporation Solutions (TOCS) is a Melbourne-based owners corporation manager. Our Melbourne team works with committees across the metropolitan area and can quote a fixed annual fee per lot against your actual building, with the fee schedule set out in writing before appointment.
Frequently Asked Questions
What are the main reasons to switch owners corporation managers?
Common reasons include poor responsiveness to queries, inadequate maintenance coordination, lack of transparency in financial reporting, and insufficient expertise with the building’s specific issues such as defects, heritage overlays or mixed-use arrangements. Committees also change manager when fees rise without explanation, when records are hard to obtain, or when the manager cannot explain the obligations that apply to the building’s tier.
How long does it take to change owners corporation managers in Victoria?
Allow four to eight weeks. The owners corporation resolves at a general meeting to appoint the new manager, notice is then served on the outgoing manager in line with the management agreement — commonly 30 to 90 days — and the records, funds and building information are handed over before the changeover date. The notice period in your current agreement, not the incoming manager, sets the pace.
What should I include in an owners corporation manager performance review checklist?
Your checklist should assess response times to emails and calls, accuracy of financial reporting, compliance with Victorian owners corporation law, building maintenance coordination, and dispute resolution outcomes. Review fee transparency, insurance management, and whether defects have been addressed promptly. Evaluate committee communication frequency and quality. This structured assessment helps your committee make an informed decision about whether to continue with your current provider or seek an alternative that better serves your scheme.