Understanding the Role of the Caretaker

We know there can sometimes be a bit of confusion about what exactly the Caretaker is responsible for at Vantage, so we wanted to take a moment to clarify what we do (and don’t do) under our Caretaking Agreement — and where responsibilities fall to the Body Corporates instead.

Cleaning

As your onsite caretakers, we’re responsible for the day-to-day cleaning of the common areas around the complex. This includes the lifts, foyers, corridors, recreation spaces, pool area, gym, sauna, and other shared facilities. We work hard to make sure these areas are clean, tidy and pleasant for everyone to enjoy.

When it comes to specialist cleaning — such as pressure washing, car park deep cleans, or exterior window and building washes — these services fall under the responsibility of your Body Corporate. Whilst we coordinate with the relevant trades and arrange quotes, the scheduling, contracts, and associated costs are all managed by the Body Corporate.

Gardens, Grounds & General Maintenance

We also take care of the routine garden and lawn maintenance. This includes mowing the grass, edging, hedge trimming, and weed control throughout the complex. However, larger works like replanting, tree pruning, mulching, tree removal, or any landscape changes are outside our scope and are scheduled and funded by the Body Corporates as part of their broader maintenance planning.

In addition, we manage the day-to-day running of the refuse systems in each building. This includes ensuring the industrial bins are put out for council collection and returned promptly. We keep these systems running smoothly to minimise disruption and maintain cleanliness around the complex.

Office Hours & Contact

Under our caretaking agreement, there’s no requirement for us to keep the office open during set hours. What we are required to do is be contactable by phone during normal business hours, and available for emergencies only on weekends and public holidays.

That said, we’re on-site week days and we open the office as often as we can to assist residents face-to-face. We love being available when we’re able to — whether it’s helping with a query, pointing you in the right direction, or just saying hello. But because we’re often out around the complex working or attending to other matters, we can’t always guarantee someone will be in the office when you drop by.

We kindly ask that you keep this in mind when calling after hours or on weekends. If your issue isn’t urgent, we’ll be sure to get back to you during the next business day. Your understanding makes a big difference and helps us keep things running smoothly for everyone.

Please contact us via email at admin@tribepropertyco.com.au or by using the Contact Us form on this website. This ensures your message is properly received and responded to. Calls and text messages can sometimes be missed if they come through while we're in the middle of a task on-site.

Points of Contact

Another important thing to be aware of is how communication works when it comes to the common areas of the complex. Under our caretaking agreement, we are only authorised to take direction from one nominated point of contact for each Body Corporate. This person (usually the Chairperson) is the only one who can officially request or approve work on behalf of the Body Corporate.

We understand that as a resident you may notice things around the property that need attention — and we really appreciate the extra eyes! But we kindly ask that any requests or concerns regarding maintenance, repairs or cleaning in common areas be sent directly to your Body Corporate contact. They’ll review the issue and either direct us to attend to it or factor it into their planning and budgeting for future works, depending on where the responsibility lies.

Taking direction from individual residents can create confusion, duplicate work, or conflict with existing maintenance plans — not to mention it takes time away from the actual work we’re here to do. So, this system helps us stay efficient and ensures that all requests are handled properly and fairly.

Bookings, Lift Access & Mail Deliveries

We also look after the booking system for the Residents’ Recreation Lounge. If you’d like to book the lounge for a gathering, please use the Booking Request Form on the Residents' page of the website. Once we’ve received your request, we’ll send you a confirmation email along with a friendly reminder of the booking conditions so everything runs smoothly on the day.

If you’re moving in or out, or expecting a large delivery, we kindly ask that you also book a lift and lift covers via the form on the website. This allows us to put the protective covers in place ahead of time and arrange for the lift to be locked off for your exclusive use during the move — helping to prevent damage and minimise disruption for your neighbours. Unfortunately, we are unable to accommodate moves on weekends or public holidays. Please schedule your move between Monday and Friday and provide as much notice as possible so we can make the necessary arrangements.

And a quick word on mail and parcels: Australia Post delivers letters and small parcels for Dawn and View buildings to the office on weekdays. We then distribute this mail to the building letterboxes each day, though it may not be immediately after delivery — depending on what else is happening around the site. We always do our best to get it out promptly, and your patience is very much appreciated. For Scape, Eve and Dusk, Australia Post deliver straight to your outdoor letterboxes.

Larger parcels and courier deliveries go directly to your building. If you’re not home to receive them, you’ll need to follow the courier’s instructions to arrange a re-delivery or collection.

Resident Behaviour and Our Role

As caretakers of the complex, we are committed to maintaining a safe, clean, and well-managed environment for all residents. However, it’s important to understand the scope of our responsibilities under the caretaking agreement.

We are not authorised or obligated to police resident behaviour. Our role does not include enforcing by-laws or resolving disputes between residents. If we observe conduct that appears to breach the Body Corporate by-laws, our responsibility is to report it to the relevant Body Corporate committee. It is then up to the committee to determine how they wish to address the issue.

We do monitor the CCTV cameras located throughout the complex, and we may review and provide footage upon request from the Body Corporate to assist with investigations where appropriate.

We appreciate your understanding and cooperation as we work within the boundaries of our role to support the community.