Individual unit management — connecting the apartment and the community.
You own a condominium unit inside an externally managed HOA and rent it out? We take over the complete tenant care, communicate with the HOA management and make sure you do not have to worry about anything.
Request VIMAIs your community looked after by another management company? No problem. We provide individual unit management regardless of who manages your HOA and work in partnership with the HOA management.
We are a fit if …
- You own one or more condominium units in an externally managed HOA
- You rent — or plan to rent — these units out
- You do not live in Frankfurt and need a local representative
- You want a clear interface to the HOA manager
- The HOA is located in the Rhine-Main region
Who takes care of what?
| You as owner | Your HOA management | VIMA as individual unit manager | |
|---|---|---|---|
| Common property (roof, façade, stairwell) | — | Responsible | — |
| HOA fees and the community's annual statement | — | Responsible | — |
| Voting rights and resolutions at the owner meeting | Voting rights and resolutions remain with you | — | Agenda review and voting recommendation; representation by proxy on request |
| Rental agreement, tenant and rent payments | — | — | Responsible |
| Utility statement for your tenant | — | — | Responsible |
| Repairs inside your apartment | — | — | Responsible |
| Coordination between apartment and community | — | — | Responsible |
Common property (roof, façade, stairwell)
- Your HOA management
- Responsible
HOA fees and the community's annual statement
- Your HOA management
- Responsible
Voting rights and resolutions at the owner meeting
- You as owner
- Voting rights and resolutions remain with you
- VIMA as individual unit manager
- Agenda review and voting recommendation; representation by proxy on request
Rental agreement, tenant and rent payments
- VIMA as individual unit manager
- Responsible
Utility statement for your tenant
- VIMA as individual unit manager
- Responsible
Repairs inside your apartment
- VIMA as individual unit manager
- Responsible
Coordination between apartment and community
- VIMA as individual unit manager
- Responsible
Rental management and individual unit management compared
From HOA fees to the tenant's utility statement
The HOA annual statement contains costs that you may pass on to your tenant and costs that remain with you. Recoverable items generally include operating costs such as heating, water, waste collection, building cleaning, garden maintenance, caretaker services, communal electricity and building insurance. Non-recoverable items include the management fee, contributions to the maintenance reserve and repair costs. We check the HOA statement for plausibility and transfer the recoverable costs to your tenant's utility statement using the allocation key in your rental agreement.
What SEV at VIMA covers.
Individual unit management connects your rented apartment with the wider HOA. We work in partnership with the HOA management of your community.
Schwerpunktregion Rhein-Main: Hausverwaltung in Frankfurt
Tenant care for your unit
- Letting to new tenants including credit check
- Drafting legally sound rental contracts
- Handover and return with photo protocol
- Tenant communication via the digital portal
- Complaint management and conflict resolution
Individual billing
- Rent collection via SEPA direct debit
- Individual utility billing per tenant
- Translating the HOA service-charge statement into the tenant's bill
- Separation of recoverable vs. non-recoverable items
- Monthly owner reporting
Interface to the HOA management
- Correspondence with the HOA manager
- Review of your owner meeting agenda with a voting recommendation
- Forwarding relevant HOA resolutions to you
- Plausibility review of the HOA statement
- Clarifying damage between unit and common property
- Information about special levies and refurbishments
Technical apartment care
- Damage handling inside the unit
- Coordinating contractors (own network)
- Apartment inspections at tenant change
- Refurbishment planning for the unit (bath, kitchen, floors)
- Insurance handling for apartment damages
- Pointers on energy-efficiency measures in the unit
Flat fee per unit — fair and transparent.
SEV includes tenant care as part of its scope. We bill this work transparently as a flat fee per rented unit.
Included in the flat fee
- Full tenant care for your unit
- Annual individual utility statement
- Correspondence with the HOA manager
- Monthly reporting to you as owner
- Dunning up to the 3rd reminder
- Customer portal access for you and your tenants
- Review of your owner meeting agenda with a voting recommendation
Optional services à la carte
- Re-letting on request — without a brokerage commission
- Representation at the owner meeting by proxy — following your written voting instructions
- Rent increases per Mietspiegel
- Support for refurbishments inside the unit
- Support when selling the unit
- Support with open questions to the HOA management
Do you manage more than one apartment, or is your community looking for a manager? VIMA also provides HOA management for communities with at least 8 units. When HOA and individual unit management are handled together, coordination between the apartment and the community is especially direct.
More about HOA managementWhy VIMA fits especially well for SEV.
We speak HOA language
Our HOA management experience covers resolution records, maintenance reserves and service-charge statements. This supports clear processes at the interface.
Plausibility check of the HOA statement
We review every HOA service-charge statement technically and commercially for plausibility — before we feed it into your tenant's utility bill.
One hand, one report
You have one contact for your rented unit — whether it concerns tenants, the HOA or contractors.
How we get started with your unit.
Apartment check
You send us the rental contract, the latest HOA service-charge statement and the declaration of division. We check for completeness and anomalies.
Digital introduction
Video call: we explain reporting, portal, flat fee and the interface to your current HOA manager.
SEV contract
Lean management contract per unit – you will see the term and notice periods in advance in your offer.
Takeover & tenant notice
We inform tenants and the HOA manager, take over deposit, contracts and data — within 4 weeks everything runs digitally.
Frequent questions about individual unit management.
Have your unit looked after professionally.
Non-binding first conversation about your apartment, honest assessment of the interface to the HOA manager.
Non-binding · Reply on working days, usually within two working days · No switching fee