Community Administration
Intercala has been managing communities for more than 25 years, with owners of multiple nationalities and with particular features that make each community unique. We have no doubt that good property management must adapt to the requirements and needs of each individual community.
Our objective is simple
Intercala is a guarantee of solvency, good management and harmony in all the communities we manage. All owners can be confident that their homes are in good hands.
Our main tasks are:
First: The Administrator must take responsibility for all matters affecting the Community, following the guidelines set by the owners’ meetings and its President.
Second: Communication between owners and the management must always be excellent and smooth. Intercala will always respond to the various questions raised by owners.
Third: Our objective is for your investment to increase in value. At the same time, we consider it essential that our communities foster an atmosphere of harmony that always makes the use of your home a rewarding experience.
We periodically analyse the specific needs of the community and always seek the most efficient suppliers in order to achieve the best value for money in the services provided, identifying areas where preventive maintenance can avoid future costs and inconvenience.
The collection of community fees is of great importance for the proper running of a Community. By establishing the right procedures, carrying out follow-up work, and bringing the relevant legal actions when required, we drastically reduce the number of defaulting owners. In fact, we are very proud to manage many communities where we do not have a single debtor.
Another key aspect is the ongoing conciliatory work that Intercala carries out in conflicts between neighbours, or between neighbours and the community. Often, it is a lack of knowledge of the law that causes undesirable conflicts that could have been avoided through appropriate mediation and an explanation of the legal rules in each case.
Accounting
Transparency, Accuracy and Efficiency
The financial status of the community is one of the most important aspects to consider. In this regard, Intercala Administradores SL uses double-entry bookkeeping in full compliance with the requirements of the Spanish General Accounting Plan, thereby avoiding any unexpected issues arising from a lack of clarity about the community’s true financial position.
In fact, the level of detail, accuracy, and transparency in our accounting sets us apart. We believe it is not sufficient to simply record income and expenses; it is equally important to take into account forecasts, depreciation, outstanding debts, and payment commitments to third parties.
Based on these principles, we carry out the following tasks:
Presentation of accounts to the General Assemblies, previously audited.
Collaboration with external or internal auditors appointed by the community.
Invoicing and collection of community fees, in accordance with the frequency agreed at the General Assembly.
Preparation of the annual budget based on previous years’ income and expenditure, as well as projected future costs.
Preparation and distribution of financial reports to property owners, including detailed information on:
List of debtors.
Budget vs. expenditures comparison.
Comparison with previous financial years.
Expense forecasts.
Etc.
In addition, we stand out by offering full access to accounting information to all property owners at our La Cala office without the need for an appointment, ensuring complete transparency. We also provide a community intranet where property owners, using their own secure login credentials, can conveniently access all relevant documentation, including invoices for community expenses and up-to-date budget balances, from any computer or mobile device.
Administrative Management
Transparency, Legal Compliance and Proper Documentation Management
Our main administrative duties are as follows:
Preparation and distribution of notices for General Meetings, whether Ordinary or Extraordinary.
Attendance at General Meetings, both Ordinary and Extraordinary.
Drafting and circulation of minutes from the various meetings.
Legalization, updating, and safekeeping of the Community’s official Minute Books.
Attendance at board meetings, recording of resolutions, and communication to property owners when deemed necessary.
Detailed monitoring of fee collection, including direct correspondence with property owners and any other actions aimed at ensuring payment.
Preparation and distribution of communications to property owners.
Maintenance, updating, and safekeeping of the owners’ register.
Filing and secure storage of all Community documentation.
All documentation will be prepared and issued in English and/or Spanish. This information is also available in both languages on our website, with a secure access code for each community and owner.
Maintenance
Service Optimization and Preventive Maintenance
We carry out comprehensive monitoring and control of our communities through the following key actions:
Regular site visits to the Community, accompanied by the President or any other designated representative.
Negotiation and supervision of maintenance work carried out by subcontractors.
Search and negotiation with suppliers.
Reporting to the President/Board Members on any deficiencies detected within the Community, along with proposed solutions and the necessary reports or quotations.
Presentation and analysis of new ideas and alternatives aimed at:
Improving the efficiency and cost-effectiveness of existing services.
Implementing new services to enhance the Community.
Reducing or eliminating ineffective or low-value services.
Immediate notification to property owners in the event that any irregularity is detected in the vicinity of their property.
Legal Advice
Compliance, Legal Advice and Representation
Compliance with all obligations established by the Spanish Horizontal Property Law for Property Administrators and homeowners’ associations.
Professional information and advice to Presidents and Committee Members on all legal matters affecting the Community.
Coordination of legal actions against defaulting owners. Zero arrears.
Representation of the Community before public bodies, whether municipal or supra-municipal, as well as notaries, land registries, courts, etc.
Within our community management fee, we provide the following free advice to those owners who need it for their own private matters:
Legal advice.
Coordination of incidents with utility providers (water, electricity and telephone services).
Information regarding local taxes and other applicable levies.
Other issues
Commitment, Experience and Professionalism
Property owners will be assisted by qualified staff with a fluent command of the English language.
We firmly believe that all owners who have invested in their properties deserve a management service that provides complete assurance that their investments are properly cared for and professionally administered.
What our clients say
Shall we talk about your community?
Feel free to ask us any questions without obligation or visit us at our offices.