Management Services

Tenant & Occupancy Management

• Respond to all tenant calls within a specified timeframe.
• Collection of all fees and rents.
• Monitor tenant activities as regards to the lease requirements.
• Regular and informative communication with tenants.
• Continually assess the tenant‘s satisfaction as regards to the property‘s amenities versus those of competing rental properties in the area.

Leasing activities include:

• Research and set rental rates.
• Advertise and show property.
• Collect applications and screen applicants.
• Execute lease and collect security deposit.

Operation & Building Management

• Inspect all spaces regularly to ensure that high quality standards are met.
• Provide maintenance for all building systems.
• Render routine building repair and maintenance services (plumbing, mechanical, electrical).
• Perform a comprehensive building and property review once every month.
• Competitively bid all third-party service contracts, building materials and supplies
• Establish clear performance criteria for the contracted scope of services, and implement same.
• Monitor performance quality levels of all service vendors.
• Conduct regular property inspections to verify compliance.
• Communicate all significant issues to owner.
• Provide qualified vendor representatives for professional maintenance services.
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Typical contract services to be managed include . . .

• HVAC Maintenance
• Landscape / Irrigation Maintenance
• Janitorial / Cleaning
• Parking Lot Sweeping and Policing
• Building and Grounds Security
• Elevator Maintenance
• Window Washing
• Trash Removal

Accounting & Financial Services

• Develop an annual operating budget for both building and any related projects––including regular monitoring of marketing budgets and conferences with owner for approvals.
• Review project cash flow statements monthly to detect variances from budget––reviewing significant variances with owner.
• Monitor each budget line item to ensure actual amounts are within budget allowances.
• Load all leases on appropriate lease-administration program.
• Generate monthly rent invoices.
• Generate all miscellaneous invoices (extraordinary maintenance, keys, after-hours HVAC, late fee notices) and follow-up.
• Calculate and invoice operating expense recoveries.
• Review and approve all invoices relating to the operations of the property.
• Ensure proper coding and processing of all project invoices.
• Work with owner on review / approval of all property tax assessments, audits and appeals.
• Review and approve all real estate tax statements prior to payment.
• Review all insurance invoices for payment.
• Review and approve all utility invoices.
• Monitor utility costs, reviewing them relative to historical building performance and comparable building performance.
• Provide comprehensive financial reports to owner each month, including:
• Project Cash Flow Statements
• General Ledger
• A / R & A / P Aging Report
• Project Balance Sheet
• Bank Reconciliation

Administration & Risk Management

• Provide all tenant signage and ensure strict adherence to standard sign criteria.
• Arrange for all tenant keys
• Manage all mechanic’lien issues.
• Administer lease by working with owner to improve material lease enforcement actions.
• Review A/R reports by the 5th, 10th and 15th of each month.
• Institute/manage all collection efforts.
• Coordinate collection efforts with legal counsel, as necessary.
• Coordinate the placement of owner’s insurance, including:
• Fire & Property Damage
• Liability
• Boiler Insurance (where applicable)
• Loss of Rents
• Builders Risk
• Work with owner and marketing staff to approve lease workouts and manage lease litigation.
• Obtain and review insurance certificates provided by tenants, vendors and contractors.