Managed IT for offices across Auckland and Hamilton [email protected]
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IT support for body corporate managers

One manager can look after hundreds of units across dozens of schemes, each with its own owners, levies, records and meetings. We keep that volume of information organised, secure and always available.

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Office team working at desktop computers
From $69per user per month + GST, prices on the page
No lock-inmonth-to-month plans, 30 days' notice
Onsitetechnicians across Auckland and Hamilton
One teamfor IT, security, internet and phones

IT for body corporate managers

Body corporate management is administration at scale. Every scheme has a roll of owners, levy accounts, insurance, long-term maintenance plans, minutes, committee correspondence and building warrant of fitness records, and the Unit Titles Act 2010 sets out what must be kept and shared. Changes to that Act in recent years raised expectations of body corporate managers, with more required in disclosure, record keeping and conduct, so a manager's systems need to be able to show who received what and when.

Levies and maintenance funds pass through trust or scheme bank accounts, which means managers face the same payment fraud as any finance office: fake contractor invoices, altered bank details and emails that appear to come from a committee chair asking for an urgent transfer. At the same time owners expect quick answers and online access to their documents, committees want regular reports, and AGMs increasingly happen partly or wholly online, with owners joining from home, from other cities or from overseas.

Office IT supports body corporate management firms with three to seventy-five staff, onsite in Auckland and Hamilton and remotely across the country. We organise scheme records so every document has an obvious home, secure email and the systems that handle levies and payments, set up dependable video meetings for AGMs and committee meetings, and back everything up every day. When a building manager or committee member needs access, we give it to them without opening up the whole file store.

Common IT problems in this industry

Records for every scheme

Each scheme has years of minutes, plans and correspondence. Without a consistent structure, finding one document for a disclosure statement takes far too long.

Fake invoices and payment requests

Contractors, owners and committee members all send emails about money. A convincing fake invoice or altered bank account can slip through on a busy day.

Owner personal information

Owner rolls hold names, contact details, addresses and payment histories that are covered by the Privacy Act 2020 and must be protected.

Hybrid AGMs and meetings

Online and hybrid meetings fail when the room camera, microphone or connection lets people down, and owners notice straight away.

Third parties needing access

Building managers, committee chairs and contractors need some documents but should not see every scheme's files.

Busy AGM season

Notices, financial statements and budgets go out in batches. Printing, emailing and portal uploads all peak together.

What we set up for you

One structure for every scheme

We set up a consistent folder and naming layout in SharePoint or your management system, so the same document is always in the same place for every scheme.

Controlled sharing

Committee members and building managers get secure, scheme-specific access or expiring links, never the keys to your entire file store.

Payment verification

Filtering catches spoofed and lookalike senders, and we help you build a call-back step for any new or changed contractor bank account.

Meeting room video kit

We set up cameras, speakerphones and screens for AGMs and committee meetings, tested with Microsoft Teams or Zoom before the night.

Secure owner data

Multi-factor sign-in, managed devices and access by role keep owner rolls and levy histories visible only to the staff who need them.

Daily tested backups

Scheme records and mailboxes are backed up daily, so a deleted folder or a ransomware attack does not erase years of building history.

Systems we support

We work with the software and equipment your business already relies on, and with your software vendors when something needs their help.

  • Body corporate management and levy accounting software
  • Owner portals for documents and levy statements
  • Microsoft 365, SharePoint and Outlook
  • Microsoft Teams or Zoom for online AGMs
  • Electronic voting and meeting tools
  • Xero or MYOB for company accounts

Start with a free IT health check

A technician reviews your computers, accounts, backups, security and network, then gives you a short written report with the risks ranked and a price to fix them. No charge, no obligation.

Book the health check

Services that fit

Team working together on laptops in an office

Microsoft 365

Licences, email, Teams and SharePoint set up properly, moved across safely and managed for you.

Microsoft 365
Team working together on laptops in an office

Email security & deliverability

Phishing filtering, SPF, DKIM and DMARC set up so scams stay out and your own email stops landing in junk.

Email security & deliverability
Backup drive connected to a computer

Backup & disaster recovery

Backups of Microsoft 365, servers and key files, checked daily and test-restored, plus a written recovery plan.

Backup & disaster recovery

IT for body corporate managers: questions

Can you help us organise records across all our schemes?

Yes. We design a standard structure, agree it with your team and then move existing files into it in stages so work carries on. New schemes get the same layout from day one, which makes disclosure statements and handovers much quicker.

How do we share documents with committee members safely?

We give them scheme-specific access or expiring links in Microsoft 365, protected by sign-in where possible. They see only their own scheme, and access can be removed when the committee changes.

Can you run the technology for our AGMs?

We set up and test the meeting room equipment and the online meeting in advance, and can provide onsite support in Auckland and Hamilton for larger meetings by arrangement. Onsite time is billed at $159 an hour plus GST unless your plan includes it.

What if a contractor's email is hacked and sends us a fake invoice?

That is a common route for fraud. A call-back rule using a number you already hold stops most of it. We add filtering, mailbox monitoring and short staff training so the warning signs are noticed.

Do you support our management software?

We support the computers, accounts, network and security around it and liaise with the vendor when the fault is in the software itself. Most body corporate software is cloud based, so secure sign-in matters most.

Which plan suits a body corporate management firm?

The Managed plan at $119 per user per month plus GST suits most firms. If you want regular onsite visits and staff security training included, the Complete plan at $169 covers both.

Other industries we work with

When IT breaks, work stops.
Let's keep it running.

Start with a free IT health check. We'll show you what is working, what is at risk and what it would cost to fix.

Book a free IT health check