Office property management, built around renewals.
Multi-tenant, single-tenant and professional office buildings, where building systems, tenant service and suite turnover decide whether tenants stay. Across Ontario and Alberta.
What does office property management involve?
Office property management is about the experience tenants have every working day and the leases behind it: keeping heating, cooling, elevators and common areas running, answering requests quickly, readying and turning over suites, and recovering operating costs by each lease’s terms, so tenants renew and the building keeps its value.
Building systems
Heating, cooling, building automation and elevators run every working day and are what tenants notice first, so they are maintained on a schedule, monitored, and planned for replacement before they fail.
Tenant service
Office tenants expect requests answered quickly, comfortable suites and clean common areas, and how a building is run shows up at renewal, so service standards are set and measured, not left to chance.
Suite turnover and readiness
Office suites change hands and layouts, so vacant suites are kept ready to show, and tenant improvements, contractors and building rules are coordinated so a new tenant moves in on schedule.
Operating costs and recoveries
Office leases range from gross to net, often with base years, gross-ups and after-hours charges, so each tenant’s share of costs is calculated by its own lease and reconciled in a way it can follow.
Every kind of office. Each with its own tenants.
Multi-Tenant Office
Suburban and downtown office buildings with many tenants, shared lobbies, washrooms and systems, where tenant service, cost recoveries and suite turnover drive the income.
Single-Tenant & Owner-Occupied
Buildings leased to one tenant or used by their owner, where the manager protects the asset, administers the lease and plans the building’s capital work.
Professional & Small-Bay Office
Low-rise professional buildings and small-bay office for accountants, lawyers, agencies and similar firms, often with their own entrances, parking and shorter leases.
Office in Mixed-Use
Office floors in mixed-use buildings, managed alongside the retail or residential uses around them, with separate cost pools, access and hours for each.
A building tenants want to renew in.
- 01
Building and lease review
We walk the mechanical rooms, elevators, roof and common areas, and read every lease for recovery rules, base years, gross-ups, building hours and renewal dates.
- 02
Service and systems plan
We set service standards for tenant requests, cleaning and security, and maintenance cycles for heating, cooling and elevators, with a forward plan for major equipment.
- 03
Handover
Leases, deposits, vendor and service contracts, keys, access cards and records are transferred, and tenants are notified in writing with no gap in collections.
- 04
Ongoing management
Rent, recoveries, requests and reporting run on a fixed calendar, with vacant suites kept ready and renewals started well before leases expire.
Priced on the property’s revenue, tiered by service.
The fee is based on the revenue the building produces and tiered by the level of service it needs, from lease and financial administration for a single-tenant building to full-service management of a multi-tenant office building. We quote after reviewing the rent roll and leases; contact us for details. See also our commercial property management service and our tenant representation practice for occupiers.
Office property management, answered.
What is office property management?
Office property management is running office buildings on the owner’s behalf: collecting rent and operating-cost recoveries, administering leases, maintaining heating, cooling, elevators and common areas, answering tenant requests, coordinating suite turnovers and tenant improvements, and reporting to the owner, so tenants renew and the building keeps its value.
What is a base year in an office lease?
In some office leases the tenant pays its share of operating costs and taxes only above the amount in a set base year, usually the year the lease began. The manager has to know each tenant’s base year and the lease’s rules for it, because billing everyone the same way would overcharge some tenants and undercharge others.
What is a gross-up in office operating costs?
A gross-up adjusts the costs that vary with occupancy, such as cleaning and utilities, to what they would be if the building were fuller, usually a set occupancy level in the lease. It keeps each tenant’s share stable when the building has vacancy. Whether costs can be grossed up, and to what level, is set by each lease.
Who pays for heating and cooling outside normal hours?
Usually the tenant that requests it. Many office leases define normal building hours and let the landlord charge for heating, cooling or lighting a tenant asks for outside them. The manager records those requests and bills them at the rate the leases allow.
Do you coordinate tenant improvements and suite turnovers?
Yes. We prepare vacant suites, review a tenant’s fit-out plans against the building’s rules and systems, coordinate contractors, access, insurance and building services during the work, and make sure the suite is handed over and the lease’s improvement allowance is administered as agreed.
How much does office property management cost?
Our fees are based on the property’s revenue, tiered by the level of service the building needs, from financial and lease administration for a single-tenant building to full-service management of a multi-tenant office building. We quote after reviewing the rent roll and leases. Contact us for details.
Do you manage office buildings in both Ontario and Alberta?
Yes. We manage multi-tenant, single-tenant, professional and mixed-use office property across Ontario and Alberta, from one building to a portfolio.
Tell us about the building. We'll tell you what it needs.
Share the property, its tenants and how it is run today, and we’ll recommend a service tier and quote a fee for it. No obligation.