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Have you ever wondered what a commercial property management company does? Or better yet, what they should be doing?

If you’re asking either question and reading this article, then it’s safe to say you probably own commercial real estate or are considering purchasing commercial investment property. The answer to this question is simple, “Whatever you want them to do”. Ok, it’s not that simple. Practically speaking, the range of service varies quite a bit from company to company, depending on who you speak with. However, there are some basics that are essential and necessary regardless of your reason for needing or wanting professional property management. In this article you will find the answers to what you should expect from a commercial property management company.

The basics:

Accounting Services

Reporting- Monthly accounting reports that include, a balance sheet, income & expense statement, general ledger, rent-roll, rent ledger, expense ledger and a copy of the bank statement are the basics. There are various other reports you may want or need depending on the property and ownership type. For instance, with a self-storage property you will want in addition to the above, a copy of the audit and daily deposit report.

Narrative Report- This is a narrative monthly summary of exceptions in the budget, income and expenses or any unusual activity on your property, this report should be prepared by the property manager responsible for your property.

Collections (AR – Accounts Receivable) – Collecting rents and other monies owed. This function is generally considered an accounting function, until the point there is a problem (which is quite frequent these days). You will want a company that has a clearly defined process and system of responsibilities when it comes to collections, ask them, Who? – who will do what in the collection process. What? – what will be done. When? – when will it be done.

Payments (AP – Accounts Payable)- Now that they have collected your money, you will want them to pay the bills. Again, you will want them to clearly define, Who, What and When this will occur. You may want to define for the accounting staff the details on payment of your expenses, including when and how much to disburse to you, as well as other details such as reserves for taxes, insurance or capital improvements.

Lease Processing – This task is generally a group effort, with a defined patterned or specific routing to a number of people within the company, including the accounts receivable department and property manager. Each has a specific function and items they are looking for. However, one person generally inputs the lease into the computer. This part of the process is extremely important, as a missed date or dollar amount could result in serious repercussions down the road. Detail and a process that includes multiple layers of people checking the input process is Key.

Management Services

The Property Manager – This person is “One” of the focal points by which you make your decision on whether you hire a company or not. The property manager is the person that will make the critical day-to-day decisions that go into operating a property. Their responsibilities include – relationships with your Tenants and Vendors, physical condition of your property, oversight of the collection process, payment of bills, budgeting, lease administration, monthly reporting, generally all aspects of the operation of your commercial real estate. Most importantly they will be your contact and source of information about your real estate investment. Make sure you feel completely comfortable with this person and their abilities.

Site Visits – site visits are a critical part of any property management contract, minimally you want your property manager on your site once per month, weekly is preferred. Many things happen during the course of a week on a commercial property. The frequency of the managers’ visits will depend on the type of property they are overseeing. The purpose of the property managers’ visit will vary from property to property as well, however, here are a few tasks your manager should attend to while on your property:

The idea of investing in real estate has appeal in that it offers a potential supplemental income for the buyer. You may have heard terms like “flipping homes,” where you buy a home at a low price, fix up, and sell for profit; or, you may be interested in buying up property for the purpose of seasonally renting it to part-time residents. However you came to be interested in real estate investments, know that there are a number of laws and regulations, as well as common courtesies, that you should be aware of before you start bidding on contracts.

Let’s take a look at five situations that will require you to understand how real estate law works, and how to proceed during conflicts.

1) Any decision you make regarding a real estate investment must be approved by legal counsel before everything is signed and sealed. If you want to buy a condo, a duplex, or even an entire building, it is wise to have legal representation if you plan to do more with the property than live in it. You will need to be aware of laws regarding tenants and zoning, where applicable.

2) If you are involved in a legal dispute over property, it is important to have all the correct paperwork to support your case. While it would be ideal to have all transactions involving your property run smoothly, inevitably you may run into conflicts with renters. When claims are made with regards to your property, make sure you have written evidence to back up your statements in the event you wind up in court or in a lawyer’s office.

3) To achieve a sound return on investment, consider long term commitments as opposed to shorter turnarounds on property. If you can find an excellent tenant willing to rent your property in the long-term, you may wish to consider offering multi-year leases. Offer prospective tenants a good deal, and it may save you the headache and expense of advertising your property every six months.

4) Make sure you know exactly what comprises the property in which you invest. When possible, have the property inspected and checking for zoning restrictions. You don’t want to be stuck with a building or lot that you can’t use.

5) Understand the mortgage and payment schedules to avoid defaulting. Make sure you know when to make payments and what your rights are with regards to paying for your property.