Maximize the value of your property
When it comes to real estate management, we adhere to two key operating philosophies: putting your interests first and providing value added expertise. We do this through skillful care of the physical space, tenant relationships and your reputation in the marketplace.
We take into account factors such as tenant loyalty and regular contact between managers and tenants. Our team works to reduce operational costs and improve a building’s reputation through property management services including tenant management, financial services, operational activities, reporting and project takeover and set-up activities.
The experience and strength of our team is one of the many reasons we enjoy long partnerships with our clients, many of whom we have worked with for many years. Our Property Management team is market leader for office property management, having 580,000 sqm GLA of office space currently under administration, out of a total portfolio of c. 700,000 sqm.
Core services
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Tenant Management
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Financial Services
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Operational Activities
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Reporting
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Project Takeover and Set-up Activities
Happy tenants represent our primary objective as Property Managers. We will constantly meet the tenants and perform tenant satisfaction surveys in order to obtain their feedback regarding the property and to understand their needs for changes in the premise.
Our full range of services includes:
- Monitoring all tenant activities related to the property and their rented space and reporting to the landlord all critical aspects to improving the satisfaction of each tenant, in order to assure successful extensions of the leasing agreements whenever possible;
- Managing the lease contracts from an administrative point of view;
- On a regular basis meet and liaise with tenants in a proactive manner in order to manage, implement and enforce the provisions of lease agreements and to inform on the same basis of all important issues resulting from such actions and to immediately notify the Client about any tenant's actual or potential breaches or defaults of the lease agreement and notify the Client as well as undertake immediately all necessary and requite steps to protect the best interest of the Client;
- Undertaking any necessary, required and desirable actions in accordance with lease agreement and provisions of law in order to protect all the interests and rights of the Client;
- Assisting the Client to hand over premises to tenants in accordance with lease agreements and assist the Client while executing delivery protocols;
- Assisting the Client to retrieve premises upon expiry of lease agreements and assist the Client while executing delivery protocols;
- Inspecting regularly the leased premises and ensure tenant’s compliance with the lease obligations;
- Responding in diligent, pro-active and business focused manner to all queries, issues or applications provided by tenants in relation to the lease agreement, and the tenant's occupation of the premises in the Building and report such matters to the Client;
- Resolving reported issues by the tenants for matters related to the property management of the building as well as related to the tenant obligations in accordance with the lease agreements;
- Sending all necessary requests, letters, emails, making all necessary phone calls and having meetings with tenants as required and desirable in order to maintain all required bank guarantees, parent companies guarantees, warranties, etc.;
- Notifying the Owner about all issues related to lease guarantees, as well as monitor the renewal process and assign bank guarantees to the bank;
- Informing the Owner about forthcoming duties towards the tenants;
- Providing tenants with any cooperation they may reasonably require in complying with their obligations under the lease agreement e.g. management rules and regulations, repairing covenants;
- The Manager shall use an appropriate method, such as an online reporting system to allow the reporting of tenant complaints;
- Reporting periodically to the tenants;
- Performing tenant surveys to measure the tenants’ satisfaction with the building and the management services.
We will be responsible for all financial operations of the premises and will report to you on a monthly basis. Amongst the main activities we include: issue invoices and collect revenue, approve and pay cost invoices, reconciliation of service charges, allocation of utilities charges and financial reporting (both from revenue and cost perspectives).
Our full range of services includes:
- Collection and control of owner’s revenues
- Issue invoices for rent, utilities and service charge;
- Calculate and implement the indexation provisions as described in the lease agreements;
- Verify and control that tenants are making prompt and regular payments;
- Maintain up to date records of all due and paid invoices by tenants in accordance with the lease agreements;
- Implement debt collection procedures to increase the volume of payment within monthly deadlines;
- Calculate and collect interest on late payments, as agreed with the Client;
- Collect and control of rent deposits and bank guarantees;
- Service charge and utilities;
- Control, approval and payment of service charge costs;
- Payment of utilities as well as relevant taxes, on behalf of the Client;
- Investigate and apply solutions for costs savings;
- Prepare the annual budget for service charge;
- Budget comparison of actual versus projected costs.
While being responsible for the smooth daily operation of the premise, our main tasks are grouped as following: managing the activity of the subcontractors and utility providers, monitoring the performance of the property through key performance indicators and providing solutions to daily issues.
Our full range of services includes:
- Organize and consistently monitor day-to-day activities to maintain the building at a standard which corresponds to high property standards;
- Organize and award the tenders for any required services;
- Conclude and manage the contracts with different subcontractors (permanent activities as well as on request interventions/works); meet the subcontractors regularly throughout the year to ensure good communication and cooperation;
- Manage and monitor the performance of the subcontractors (Key Performance Indicators);
- Manage the contracts with the utilities providers;
- Consumption optimization of utilities (energy, water and gas);
- Develop and amend the Tenant Regulations for the property;
- Approve and monitor the application of the security rules, cleaning procedures, etc.;
- Keep the Client informed about any required improvements and corrections in the Property to ensure the buildings compliance with changes in legislation and / or to maintain the Property in a matter that retains its competitiveness in the market;
- Maintain the Master Key system of the Property;
- Interface with local and regional authorities;
- Liaise with appointed accountants and lawyers;
- Property insurance advice and overseeing insurance payments;
- Develop and maintain a proper filing / archiving system.
We recognize that how we report on the work we carry out will be critical in allowing you to remain confident that your asset is being properly managed. We would therefore tailor the reporting process to your specific requirements.
Our full range of services includes:
- Prepare and monitor the annual service charge budget (OPEX) and capital expenditures budget (CAPEX);
- Prepare the service charge reconciliation analysis and report;
- Budget versus actual performance for rental income, service charge income, service charge expenditures and capital expenditures on a monthly basis;
- Prepare monthly financial reports, including list of overdue receivables on a monthly basis;
- Prepare and keep updated the ‘tenant list’ (lease terminations, rent adjustments due to indexation, history of changes and other relevant matters
relating to the property); - Report on operational issues related to the Building and additional works, actions undertaken by the Manager including solution time frame and costs associated with solving the issue, including a section dedicated to recommendations for improvements, higher efficiencies, added value, loss elimination;
- Report queries and issues raised by tenants, steps undertaken, solution timeframe, costs associated with solving a given problem;
- Report on consumption of Utilities (including quantities) for the previous month.
Our full range of services includes:
- Tenants & lease management;
- Introductory meeting with each tenant;
- Send notices to tenants concerning contractual obligations prior to entering the space;
- Tenant move in coordination;
- Assist in the space delivery process with tenants;
- Prepare the Tenant Manual;
- Prepare the welcome package and area brochure for tenants;
- Help-Desk implementation for Tenants;
- Subcontractors & operational;
- Tender, negotiate and conclude the services agreements with subcontractors (technic, cleaning, security & fire safety, etc.);
- Tender, negotiate and conclude the services agreements for utilities (water, gas, electricity, waste removal);
- Establish the working procedures both for operational and financial between the Property Management, subcontractors and Clients;
- Contract a Risk Assessment specialist for Fire, Security and Health & Safety;
- Contract a Fire specialist for issuing the intervention plan and fire escape plans;
- Propose and approve with the Client the Service Charge budget.
Colliers Property Management Services
Client Testimonials
“Experienced, extremely professional and dedicated property management team. As a bonus, fun to work with.”
Andreea Drugă
Dedeman