Property manager for office buildings
An office building is a co-ownership, but its operation involves particular constraints. Owners, occupying companies, technical managers and service providers do not always have the same responsibilities or the same information needs. At Petzerhiel, we organise the management of these buildings taking into account their professional use, their equipment and the continuity expected by the occupants.
Several categories of contacts
Management may bring together co-owners and professional tenants, administrative departments, site managers and facility managers, as well as maintenance companies, insurers, engineering firms and public authorities. Each request must be assigned to the right responsible party: an incident reported by an occupant may fall under the owner of the unit, the co-ownership, the landlord, a maintenance contract or a technical service provider.
More numerous equipment
These buildings often include numerous technical installations: access control and automatic doors, lifts, ventilation, air conditioning and central heating, electrical installations and backup generators, alarm systems and video surveillance, shared technical networks and equipment, car parks and charging stations, or fire safety systems. Managing them requires knowing the contracts, the deadlines, the inspections and the history of the interventions.
Business continuity
A breakdown in an office building can have immediate consequences on the activity of occupants. Monitoring must make it possible to know who reported the incident and when it was observed, which equipment is affected, which service provider was contacted, which temporary measure was taken and what timeframe was announced, which decision remains to be made and which documents must be kept.
Charges and statements
The allocation of charges may be made more complex by the different uses of the units, individual consumption, equipment specific to certain zones, occupancy hours, specific contracts, work carried out in occupied areas and relations between landlords and tenants. The basis remains the co-ownership regulations, the title deeds, the decisions of the general meeting and the applicable rules. The property manager organises the data needed to prepare and explain the statements.
Work in an occupied building
Work must be prepared taking into account access to the premises, business hours, safety, disturbances, the obligations of the companies, temporary measures, informing the occupants, and the acceptance and retention of technical documents.
Building documentation
Sustainable management involves gathering the building's documentation in one place, so that it remains usable when the contacts change. We structure in particular the plans and technical documents, the contracts, the warranties and the contact details of the service providers, the inspection reports and the incident history, the general meeting decisions, as well as the budgets, the invoices and the insurance documents.
Suitable tools
Petzerhiel uses digital tools to centralise information, track requests and keep the history of decisions and interventions. Synila is also preparing a separate solution intended for office buildings. This solution is presented separately according to the actual state of its development.