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Building works can range from a small repair to a major project affecting the whole condominium. A clear scope, recorded approval and a reliable record of progress help the administrator coordinate the work and help co-owners understand how the building's funds are being used. The condominium's rules and the decision-making process under the Condominium Act (Cap. 398) determine which approvals are required.
Reviewing Routine Service Contracts
Lift servicing, cleaning, pest control and other recurring services should be clear in the annual budget and condominium records. The administrator can track the agreed scope, cost, renewal date and any service concerns so the committee can review whether the arrangement still suits the building. For visible issues residents can report, see the maintenance checklist.
Before renewing a contract, check what is included, how often the work takes place and how either party can end or change the agreement. The committee can compare alternatives where the building's rules or its previous decisions call for this.
Agreeing Small Repairs
For an unplanned repair, first record what was reported and whether there is an immediate safety or damage concern. The administrator can then check the service agreement and the authority given by the condominium before asking a provider to attend or requesting a quote.
Keep the report, quote, approval, instruction and invoice together. If urgent work means there was no time to compare quotes or seek a meeting decision, record why and update the committee as soon as practical.
Planning Larger Projects
For significant works such as roof repairs, facade maintenance or lift upgrades, a written scope helps providers quote for the same job. It can describe the location, expected materials, access arrangements, timing and any work that is out of scope. A qualified architect or engineer may need to prepare or review the specification.
Present the scope, quotations and any professional recommendation to the co-owners or committee in line with the applicable rules. Record the decision, approved cost, funding source and any conditions before the appointment is confirmed. The required voting and approval process depends on the work and the condominium's governing documents.
In a BLOKKA-managed condominium, the administrator can coordinate the quotation process, explain differences in scope or timing for the committee's review, and record the approved provider and conditions. This helps turn the meeting decision into a clear instruction while leaving technical assessment to the appointed professional.
Following Work Through to Completion
Agree who will monitor the schedule, site access and updates. For technical or substantial work, independent supervision by a qualified professional can help the condominium check progress and confirm that completed work meets the agreed specification.
Keep dated updates, inspection notes, variations and payment records with the maintenance task. Before closing it, record any outstanding items and collect relevant completion documents or warranties.