Managing your property remotely

Separate roles and responsibilities

The property manager oversees operations and contractors; the accountant verifies tax and accounting obligations; an independent lawyer handles contracts and major legal steps. A single company may offer multiple services, but the scope and any conflicts of interest must be transparent.

For emergencies, define a backup contact and authorisation levels should the property manager be unavailable. The owner should have direct access to key documents, the booking calendar, and bank statements. Without this access, changing the property manager becomes needlessly difficult.

Compare the scope of the offer, not just the percentage

Commission may cover bookings and guest communication, but exclude laundry, gardening, pool maintenance, call-outs, or platform fees. Verify the commission calculation base and applicable taxes. Establish whether the manager adds a markup to contractor invoices and whether they charge for owner stays.

• The precise scope of services and all fixed and variable fees.
• Emergency cover, call-outs, and response times according to the type of issue.
• Expenditure limits requiring no prior owner approval.
• Contractor invoices, markups, and conflicts of interest.
• Termination, handover of data, keys, accounts, and active bookings.

The monthly report must be verifiable

Demand an overview of bookings, available and sold nights, gross revenue, taxes, cancellations, commissions, operating invoices, and the net payout. A direct bank review should reconcile with the statement. A net payout from a booking platform does not reflect full revenue and expenses.

A practical component includes the status of receivables, tax deadlines, unresolved maintenance issues, and photographic documentation. A report without invoices and booking reconciliation is merely an informational presentation, not an adequate financial control system.

Maintenance tailored to the property and environment

Schedule inspections of the roof, drainage, humidity levels, air conditioning, electrical systems, swimming pool, and pest control. Along the coast, assess the condition of elements exposed to saline environments. Specific inspection intervals should be determined by a technician based on the property and manufacturer recommendations.

Base the budget on contractor quotes and equipment history. Do not rely on an unsubstantiated flat percentage of the purchase price. Ageing air conditioning units or a shared pool can create irregular expenditures that a standard monthly retainer does not cover.

Insurance and contingency planning

Verify cover suited to short-term holiday rentals, public liability for guests, and exclusions during extended vacancy. Assess the location in terms of drainage, slope stability, and other relevant risks. An indicative municipal map is not a technical assessment.

Prepare protocols for water supply failure, power outages, guest damage, and severe weather. Designate key contacts, documentation protocols, secure access, and authorisations for emergency repairs. The owner must know what the property manager can pay without prior approval and when they are required to call.

Power of attorney and payment controls

Powers of attorney should have a specific purpose, defined scope, and be revocable. Routine operations are no justification for granting open-ended authority to sell or encumber the property. Always verify changes to contractor bank accounts via an independent channel.

In a shared development, separate the oversight of your property manager from the condominium administration. Dues and common-area repairs operate under a distinct governance structure. Review meeting minutes, budgets, and special assessments just as regularly as your own property's accounts.

How to identify effective property management

A solid partner can present an anonymised sample report, a clear contract, a handover procedure, and verified references provided with client consent before signing. Independent oversight is not a sign of distrust; it is an integral part of responsible ownership of an overseas investment. The objective is a system that functions seamlessly even if individual personnel change.