Our Mission Statement:
“Playa Associates Property Management objective is to contribute to maximizing your earning potential and capital appreciation of your property investment.”
About us:
Playa Associates Property Management team has been operating in Playa Del Carmen for over 7 years. We are the property managers for Porto Playa, El Taj, Maya Villa and select units in Villas Sacbe. During this time we have been instrumental in increasing the value of each unit and providing owners with rental income. Our business model consists of understanding the cultural attitude of the region and provides guests with a high-end vacation experience.
One of the reasons for our success is an aggressive web site marketing initiative and providing the owners with a unique Owner Management System (OMS). This includes our unique proprietary software program that allows a consumer to view availability of all the properties and select by type of unit. We developed a real time check in – check out reservation system that approves reservations immediately and allows the consumer to pay on line and reserve the reservation instantly!
Our web site has several domains. Our corporate web site is http://www.condohotelsplayadelcarmen.com
Our management strategy:
We have a dedicated team of professionals that have extensive experience in marketing, sales and hospitality. We employ a group of maintenance people that can solve virtually any problem on a 24-hour basis.
Playa Associates will not manage your property like an ordinary condominium or private home located in the Playa region. We will manage your unit as a resort condominium with similar services and amenities of a luxury boutique style hotel. This includes daily maid, towel and linen service and other guest amenities. We believe this is the only way that we can substantiate a high income potential. Otherwise the only comparison to your unit is similar accommodations in the surrounding areas. There are other property managers who are associated with basic condo rentals that are more like “caretakers”. They market short and long term rentals with only the basic amenities of what the house or condo comes equipped with. The typical property manager in Playa usually greets a renter upon arrival and simply hands over a set of keys and provides the renter with a quick overview of the condo. They usually return when the renter is due to depart to retrieve the keys and clean it for the next visitor. If you go on the Internet you will see some of these rentals and some of the real estate companies that manage them. The difference is that we provide luxury services associated with premier hotels.
Our property management team, as some of you have noticed, becomes a friend and advisor in how to enjoy the “Playa experience”. It first starts on the reservation site where we promote all our services including taxi service from the airport. The moment our guest arrives we offer them a memorable vacation experience and help them with all their vacation needs.
Based on our experience we know that there are clients that are looking for luxury condominiums that include amenities usually associated with a luxury hotel. And best of all, they want to be right in the middle of the best location of the region.
Our Property Management service is totally voluntary. We have a very flexible owner occupancy policy which allows the owner to use the unit as often as they like and rent it when you’re not using it. You can choose from a variety of services available. If rental income and capital appreciation was one of the reasons you chose to buy a condominium in one of our properties, your partnership with Playa Associates will be hassle free and result in maximizing your income potential. We will also maintain your unit and attempt to fix anything that can possibly go wrong!
Playa Associates has made a substantial investment to help you reap the benefits of a well-organized and motivated management team. We realize that almost everyone has purchased their condo with the intention of personally using it and to earn an income when you (or your guests) are not using it. Most important you should not have to worry about the condition of your property when guests are using it. Playa Associates realizes that service is only one key ingredient to successfully rent your condo. It is equally important that the condition of you condo must be maintained in order to have continual rental stream. We are here to make sure there is consistency in this area.
Web site expertise:
Playa Associates has made a substantial investment in upgrading and modifying its web site and reservation system. It is currently in English and in Spanish. The reservation system is a mechanism for clients to make reservations and pay for their vacation on line. It works just like the airline and major hotel reservation systems. But, one of the most important features is an OMS (Owner Management System) reporting system designed for you to keep records of everything. It works just like on line banking systems and you can access it 24 / 7. It provides you with the room occupancy level and all your revenues. It even provides you with information on any repair expenses done to your unit. It facilitates the utility bill paying process (I.e. Cable, electric, homeowner fees Etc.) by paying and deducting these expenses for you, if you choose.
Best of all it lets you plan your personal vacation time and you can block any dates you want before any client can reserve a specific date. Playa Associates will provide you with a manual showing you how to use all the features and keep track of all your income. In addition we will have a “help desk” type of support as part of this web site. We will send you a separate overview, which describes some of the features of the web site and its capabilities.
Web site marketing stretegy:
We rely heavily on travel partners and travel agents and we spend a large portion of our marketing budget insuring that we get top billing on all major search engines. We advertise on every major web site that promotes lodging in Playa del Carmen. We pay other on line marketing companies to book their clients in our properties. We travel the world and attend important trade shows for the travel industry. We work with all major tour operators and travel agents that send clients to Playa. We work closely with the local tourist board and advertise in specialty publications. The group sales are a large part of our marketing initiatives. We also work with professional wedding planners and even have a wedding promotion tied in with several restaurants.
Licensed and bonded:
Playa Associates is a member of the small hotel association and have all the necessary licenses and permits to promote Maya Villa as a lodging facility.
Professional operational team:
Playa Associates has a dedicated team of professionals who are responsible for all aspects of property management. Our operational policies and standards are modeled after high end – high service international hospitality / vacation rental destinations. The Porto Playa front desk / main office is the center of communication and service to the owners and clients.
Our office team speaks several languages fluently. This is an extremely important factor considering that Playa del Carmen is an international destination. Playa Associates has access to virtually ever type of repair and maintenance person to insure that your unit is always in rentable condition.
The entire housekeeping staff is well trained and supervised by an Operations Manager. We have also sent all our maids and supervisors to a three month “ basic English ” course offered by the Playa del Carmen Hotel Association.
We have our own commercial laundry facility and an on site laundry facility to insure that all linen and towels are properly sanitized and always in excellent condition! We do not send our laundry out to commercial Laundromat and we guarantee that the linen will not smell like a bottle of bleach. We aim to keep the towels and linen in new condition and always smelling fresh!
Services and amenities, our advantage:
We believe there are several ingredients in order for guests to have a great vacation experience. A clean and beautiful room is only one element. There are many other ingredients and services that make up a total vacation experience. These services will not only differentiate ourselves from the other hotels and condominiums, but as we have experienced in managing our other properties, it will also help increase and retain repeat business by favorable recommendations from our guests.
Based on our experience, there is seldom breakage or malfunction of basic “need to have items”. Considering this, we have purchased reserve equipment i.e. Water coolers, Microwave, TV, portable air conditioner units etc. We consider this as a loner item that we will provide to you for free until we repair or replace the item for you. This is a very important value added service that we provide at no additional expense to you. This will minimize loss of rental income due to guest refunds based on lack of basic services.
Providing recreation and regional cultural information is a very important objective of the property management program. Our services include wireless internet availability and a free video library, free games (IE; Cards, Backgammon / chess), and a full concierge service offering tours and excursions and even in room massage therapists. Some of the other services we provide include private chefs, babysitting service, Airport pickup and drop-off etc.. The end result is the ability to help our guests to fulfill any expectation they desire during their vacation in the Rivera Maya.
We have also made arrangements with a local company to provide delivery of groceries and fully equipped mini bar for all your guests. This is a very important service since many guests in the playa region have difficulties buying basic snacks and sodas and more importantly don’t want to waste valuable vacation time shopping for coffee or milk or basic essentials.
We are all about service and that is what will differentiate our properties from every other condo in town. It will also allow you to earn more by us charging premium room rates.
How the property management works:
There are several key elements of the Property Management program. The first is income generation and disbursement. The second is the start up costs associated with the various furnishing and household items that a guest expects in renting a luxury condominium. The third is a clearly defined liberal policy for the owner’s occupancy based on owners occupancy and investment goals. In addition to managing your rental income, we also manage and protect your investment by policies that minimize theft or damage to your unit. Our web site system has a strict cancellation polices of non-refundable deposits to insure that your properly protected.
Income revenue:
Playa Associates propose a rate schedule based on market research of competition for each of the units. We anticipate having three seasonal rates. These seasonal rates are High and Middle and Low seasons. There is also special promotional and holiday rates. (4th is holidays season).
Income disbursement:
Our automated on line OMS (Owner Management System) system allows you to check 24/7 of any elements of your unit income status. All reservations, Income, Expenses and a total summary of your available income is recorded. (We will show you how to use the system after buying your condo.)
You will receive a personalized password for your unit so that you can view your summary of income, your expenses, and all pending reservations.
Playa Associates will make income disbursement at the end of each quarter. (Every three months). Our Fiscal period begins on January 1 and ends in December 31. Your on line report will be adjusted to indicate the rental income less the management fee. From this balance (at your request) we will deduct the quarterly condo association fees, and all utilities. We will also deduct the cost of any owner authorized unit repair / replacement expenses, as well as the cost of any other services that we perform for you. Some of these services are paying your personal property taxes, and any other legal obligation. Many of you have experienced the time and hassle this takes. We offer this service at a minimal charge which is basically paying for the person to stay in line for you. Only income in balance at the end of the quarter will be distributed.
All our payments to you will be net pre tax (we will not withhold any taxes). It is your responsibility to claim or pay any taxes on your income. We can send you a check or pay you in Mexico (with a Mexican check) and we will not deduct any taxes providing you supply us with a Factura (receipt). If a Factura is not available we are required to deduct a 30% withholding tax. All income distributed will be reported and sent to you at the year end on a 1099 form.
We can also wire or send an electronic check for any payment made in the US. There will be a bank fee charged for any associated wire or electronic check payment.
Start up costs:
If you plan to rent your condo there is a mandatory list of items that you will need to supply. We have split this into two categories.
Category 1 must be generic and we will purchase these items for you.
Category 2 items are also mandatory but do not necessarily have to be generic. Our operations manager Luis Flores will follow up with you directly regarding all these items.
Please note that we include all these items on our web site and all our promotional material. We advertise that all the condos have at least the basic essentials that are listed in category 1 and category 2.
It is also important to remember that we are in a tropical zone and electronics tend to be effected by humidity and do need repair consequently. It is best that you purchase items locally (with brand names) so that they can be serviced. In particular we are pricing out DVD’s and TV’s (Conventional and Plasma) with extra remote controls because remotes do tend to fall on the marble floors and break. If you purchase the TV’s from us we will have extra remotes.
Procedures and fees for owner occupancy:
A) Owner occupancy: Owners and their siblings will have unlimited use of their unit and can freeze the property management services when occupying the unit. Owners will pay the property management company a flat fee of only $10.00 per day for basic service. The basic service includes unlimited supply of purified water, soap, all paper supplies including paper towels, toilet paper etc. No daily maid service will be provided, however maid service is available upon request and when available. The daily rate for general maid service is additional $25 and includes a full set of fresh towels and linen. A one time $25 recovery fee for maid service will be charged upon owner check out in order to have the unit available for the next occupant.
B) Owners reserving for (FAF) Family and Friends (or renting the unit on their own):
Will pay a flat fee of $25 per day for basic service. The basic service includes unlimited supply of purified water, soap, all paper supplies including paper towels, toilet paper etc. The property management company will provide check in service and collection of any fees charged by the owner if any. General maid service is available for $25 additional per day and includes general cleaning and set of fresh towels and linen. If no maid service is requested then a onetime $25 recovery fee for maid service will be charged upon check out in order to have the unit available for the next
C) Owner acting as travel agents or booking agents: Owners who wish to act as travel agents will be assigned an agent login to the online reservation system. Owners who generate client reservations in any other units including will be paid a 20% commission. This commission will be deducted from the base rate after discounts and promotions and credited to the owners OMS report.
Unit rental modification:
Based on our experience we have found especially in low season we have increased the occupancy rate by renting a typical two-bedroom unit as a 1 bedroom by locking the other bedroom door. This is especially true about our walk in business and many people are looking for a 1 bedroom. We have found that our occupancy improves dramatically due in part to having this flexibility. If you choose not to participate in this opportunity then we will not include your unit. Please understand that our goal is not to minimize your income but to maximize your occupancy and only offer this only as a last resort.
Other property management services:
Repairs and replacement:
We will have to from time to time either replace or repair items in your unit. These repairs should not be confused with any repairs in the common area which is a Condo budget expense. Your condo is under a one-year guarantee from the developer and it is clearly outlined in your purchase contract. Any repair not under this guarantee will be the homeowner’s responsibility.
There are two basic types of repairs. Any repair that is $ 200.00 plus labor will be fixed immediately without prior authorization. These types of repairs may be filling in chipped floor, replacing light bulbs, paint touch up, battery replacement on TV / stereo equipment etc. Should the repair be of a more serious nature and not under the builders guarantee we will give you the estimate of the repair or replacement. Once we have received your approval we will initiate, supervise, and check to make sure the project is completed to our satisfaction. All the appropriate records, invoices will be kept in your unit file in the property management office. These expenses will be clearly identified and deducted from the quarterly income statement.
As many of you have experienced in some cases the act of repair is the easiest. The difficulty in most cases is to supervise the process. Parts have to be ordered, numerous phone calls may have to be made, in many cases it requires frequent travel to Cancun, or just standing in line to buy the item. It is simply not easy to get things done in Mexico (especially in Playa). There are many associated costs such as salaries, travel, and follow thru expenses involved in this process that must be shared by you. The replacement / repair costs are identifiable. The other associated with the repair process are subjective. We think however that an hourly current standard labor fee and or percent management fee is in order. These fees is included our staff time in coordinating and supervising the repair or replacement. In all cases we supply and have on record the appropriate invoice of the replacement parts. These expenses are deducted from the quarterly income statements.
Time saving services:
The property management will be able to handle any of the services below that will require in most cases time to investigate on how to get it done. After all when you come to Playa to enjoy your vacation home, your time should be spent relaxing on the beach and not waiting in line attempting to get things done. Our staff at this point has developed relationships and knows how to expedite this process. The management fee charged for this service is on a case-by-case task. Some of these services are but not limited to:
have to stand in line which is very prevalent in Mexico.
Property management services included in our fees:
Optional: Maintenance of Jacuzzis on private rooftops. $20.00 per month includes balancing of water (pH level) and chlorinating and cleaning (includes all chemicals)
In addition to the services above, if your condo has not been occupied for more than 7 days we will attend to the following:
Each quarter there will also be a full maintenance overhaul of your entire Condo. It includes the following:
Communication services:
Telephone and intercom: owners and guests have the services of telephone extension to the main office. Playa Associates incurs this expense because we recognize that these services are expected in luxury Condo Hotel. This service includes room to room call, room service, and communication to our office.
Cable service: Playa Associates developed for the owners a very cost effective group plan for TV Cable service.
Internet service: Playa Associates installed a high speed wireless service throughout the region. Each unit and the entire property has access. We provides FREE wireless internet service to owners and a nominal service fee is applied to guests wishing to use our wireless service.
We will provide you with detailed information regarding all the above communication services shortly.
Partnership agreement - Management fee:
35% management fee on all net rentals (Base rate after Agent Fees and any pre approved promotional Discounts). This includes all expenses for all services provided. In cases where Playa Associates acts as an agent in generating web site reservation there is a 5% charge deducted from the base rate.
Next step:
If you plan to enter your unit into our property management program please send a response ASAP to Mark Pompei at the following address pompei100@aol.com
We will shortly send for your review and signature a two year rental management agreement.
Your quick response will allow us to begin to set up our computer reservation web site and reservation system and include your condo.
We are available for any questions that you may have.
We look forward to hearing from you,
Mark Pompei
General Director.
Sales Info USA: 954-335-0490 ext 115 • Mexico 52+ (984) 879.3918 ext 115 •
1Av. Norte Entre Av. Constituyentes y Calle 16. Playa del Carmen, C.P 77710, Quintana Roo, Mexico.
Sandra-Lee Champagne: cell. +52 (984) 108.4470 • Caroline Prost: cell. +52 (984) 106.1964