Factoring (Property and Estate Management Services)

We oversee the provision of a range of factoring services to Grampian Housing Association, Kirkgate, other local Housing Associations, shared owners and private customers.

Typically, such services include stair cleaning; bulk bin cleaning & communal window cleaning (in flatted developments) including difficult to reach / high level access windows; open space maintenance (landscaping) and repairs to communal areas.

The cleaning service to many of our schemes in Aberdeen and Aberdeenshire is provided by our “in-house” mobile team.  In the Elgin and Moray areas our in-house Caretaking Team provide these services in the majority of our schemes.

Where some or all services are provided to a scheme by a third-party external Factor/Management Company, we handle some basic administration such as processing invoices, circulation of relevant correspondence and information to our customers and act as a liaison if there are areas of concern or issues to address.

Open Space Maintenance (OSM) accounts for a significant portion of the services we provide.  This is for common area grounds maintenance and will include upkeep of grassy areas, drying greens, walkways, flower and shrub beds, hedges and trees.

 

Our seasons for open space maintenance are from

April to September for the summer / growing season;

and

October to March for winter / non-growing season.

 

We are now in our SUMMER season and as such the services provided by our open space maintenance contractor will change to include fortnightly visits by our OSM contractors.

 

Where applicable, the following services will be provided:

·         Grass cutting - Amenity Grass to be cut as short as possible (25-50mm/ 1-2 inch) during each visit and strimming to be kept to an absolute minimum on site due to the high potential for damage. Meadow grass areas to be cut twice per year. All grass cuttings will be removed.

 ·         Cultivation of beds - Beds to be cultivated at the beginning and end of the growing season at the very least

 ·         Grass/bed borders to be sheared during each visit.

 ·         Tree branches at eye level to be cut back to avoid injury to public.

 ·         Shrubs around windows/doors/paths to be cut back once during the growing season (April – October inclusive).

 ·         Tidying of kerb edges & hard surfaces.

 ·         Litter collection (non-bulky items).

 ·         Bin stores to be swept out each visit and non-local authority adopted bins to be emptied.

 ·         Weed spraying.

Please note you will only be charged for services your property / block / scheme receives. 

 

Our P&EMS Officers will inspect the schemes where GHA provides some or all factoring services:

·       GHA factored schemes are normally inspected monthly;

·        our Moray area schemes where OSM is provided by our in-house caretaking team are inspected quarterly.

Grit bins will not typically be filled once the winter season has passed unless we are expecting late winter weather conditions.  Officers will check grit bin levels at the start of the winter season around October time in order to ensure bins are filled at that time.

Our team are always working towards improving and increasing their knowledge and ensuring they keep up to date with ever changing legislation.

The Association is a member of the Property Managers Association Scotland Limited (PMAS) which promotes high standards of property management amongst its members.

Currently two of our officers are members of what is now known as The Property Institute (TPI) which is an amalgamation of the Association of Residential Managing Agents (ARMA) and the Institute of Residential Property Management (IRPM), TPI is the leading professional body representing residential managing agents.  TPI provides nationally accredited qualifications, guidance, industry knowledge and resources to assist property managers with their roles. 

In 2025 one of our officers also completed their "Fundamentals of Factoring" training & examination, a TPI recommended qualification.

We adhere to the Property Factors (Scotland) Act 2011 Code of Conduct for Property Factors  which came about as a result of the Scottish Government’s acknowledgement of, and commitment to “improve the condition of Scottish tenements to ensure that Scotland’s housing stock can continue to provide safe and sustainable homes for the future.”

You can also find us on the Scottish Property Factor Register website.

Grampian Housing Association is a member of the Scottish Federation of Housing Associations (SFHA) and a significant number of our staff are also members of the    Chartered Institute for Housing (CIH).