CITYNET - Property Management

Introduction

Citynet, was founded in 1997, and has continued as a property management, facility management and broking “house” for 20 years.

Through controlled and consistent growth, we have established ourselves in the commercial, retail and residential property arena, to date we manage over 80 properties. This has been realised by a dedication to contributing concrete and tangible returns for the landlords and investors whom we represent.

Citynet’ s core activities are:

Citynet commercial and residential property management
Citynet commercial and residential leasing
Citynet facility management
Citynet utilities management

Range Of Services

Our clients, most of whom are long standing , have come to rely on us to deliver;

Financial control on income and expenditure.
Service focused tenant / landlord relation and liaison.
Pro-active facility management, maintenance and preventative maintenance strategies.
Superior hardware and software (MDA) infrastructure.
A dynamic letting division.
Intense vetting processes
Focused and driven leasing and lease administration.
Experienced and service orientated staff.
Creative and innovative management strategies.
Accurate attention to recoveries.
Dynamic relations with City Council and other utility entities.

Personnel, Knowledge and Experience

Our head office management team (from where all activities are generated and controlled) comprises 24 personnel and is compartmentalised into Accounts, Facilities, Administration and Leasing departments each of which runs independently and in unison with the other. We run on the MDA property management platform which delivers reliable and quality reports to ourselves and our clients.

The entire process and organisation is managed by a skilled and experienced management team all of whom have been employed by Citynet for over five years and are experts in the field of property and residential property management and administration. We are driven to provide superior levels of service.

In the 18 years we have been in business we have been involved in the management of residential accommodation largely in the Inner City of Johannesburg. Today we have approximately 1000 units under management. Our skills are being continually honed and today we are fully proficient and understand the methods that are required to address any challenge both operational or legal that may come our way.

Description of activities

The full ambit of our services will be implemented to ensure the successful outcome of the project and include;

Generating accurate rent rolls and rental invoices including service and recovery charges.
Ensuring these are timeously delivered to each tenant.
Effective collection of all amounts due and payable per the billings above. Various processes are followed in this regard to ensure this is achieved. Certain of these processes are discussed and agreed between ourselves and our clients at inception of the contract and then again from time to time as required (for example handing over to attorneys and litigation etc.).
All aspects of facility management are effectively dealt with by Citynet from; inspection and reporting to repairs, maintenance both “ad hoc” and planned to the management of utility and the implementation and management of service providers such as plumbers, electricians, lift companies cleaning and security companies etc.
We will ensure that requirements in terms of the Occupational Health and Safety are implemented and adhered to at the property including but not limited to fire evacuation procedures, extinguishes, drill etc.
Accounting functions are attended from billings to the payment of creditors to bank reconciliation, VAT payments and dealing with Auditors queries from time to time.
Property Administration functions include the “pulling together” of all disciplines detailed herein and ensuring the asset is in a sound administrative order. Including but not limited to lease administration, tenant liaison, client liaison, statutory compliance and insurance.
Our leasing team comprises three brokers and two administrative assistants each of whom are trained in the negotiation and finalisation of the leasing process including proper vetting and lease finalisation.
Regular leasing and occupant audits are conducted to ensure credibility of the rent roll.
Ancillary services include; legal, HR, advise, negotiation and project management.

Technical Approach

Initial audit: Information is to be gathered around the circumstances at the property including size of units and anticipated range of occupancy as well as any leases contracts. The gathering of all information will be carried out by our inspectors and administrative personnel who will report to our property manager and compliance officer, who in turn report to the General Manager and Managing Director. It is anticipated that this process will take around two weeks.

Technical audit: A full technical (facility inspection) will be conducted at the property the object of which will be to assess the condition of the buildings. This inspection will take place in the first week and will study and report on; (a) condition of the building (b) security (c) cleaning (d) fire control (d) assets – such as lifts, hoists, pumps, geysers etc…

The report shall be presented to the property manager for comment and thereafter the GM and MD.

Assessment: Once the above two categories of information have been collated which we estimate will take at least two weeks, the property manager will prepare a report for the GM and in turn the MD detailing the circumstances at the property, the proposed steps that will be taken to implement management at the property. As well as the construction of an operating cost budget.

Reporting: The company via the Managing Director will deliver and present these report to client (the relevant appointed team leaders) with a view to providing a proper understanding of the required management.

Measurable and Reporting

A detailed management report will be presented to client at the end of each month including management minutes, rent rolls, leasing reports, facility management report, cash flow statements, bank reconciliations and utility recovery spread sheets.

All our charges will be provided upon request.

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