CBRE ASSET SERVICES, APAC

Transcription

1 Activity Based Costing Survey Please use these guidelines to assist with completing your activity based costing survey. Asset Services Use this selection if you are in Property Management, Asset Management, Technical Services, Engineering, Operations or Facilities Management Arrears Management: Generating Aging Reports Follow-up on Outstanding Balances Communicating Credit Policies Performing Credit Checks Issuing Approval of Credit Checks Query Resolution Escalated Credit Collection Lease Data Administration: Lease Abstraction New Lease and Occupant Set Up Existing Record Maintenance Rent Reviews (Non-Market) Lease Expiry/Termination Management Agreement and Fee Administration: Negotiate management agreement Fee Review and Adjustments Performance KPIs Raising, Review and approve Recurrent Fees Raising Sundry Management Fees Debt Collection of Management Fees Property / Portfolio Transition (In & Out): Transition Plan Set Up New Property/Portfolio Document Upload to MRI - Property Records Document Upload to MRI - Lease & Occupant Records Page 1 of 10

2 Document Upload to Pulse Tech Establish Filing System Transition Out Budgeting & Forecasting: Prepare Property Budget - annual, 3, 5 years, etc. (incl. calculation of tenant liability) Review with client/modify Adjust Tenant Billing Issue Estimated Outgoing Letters to Tenants Upload Budgets to MRI Review Actual Ytd Performance to Budget Forecast Likely Actual for Balance of Budget Year Forecast Impact on Tenant Liability Adjust Tenant Billing Notify Tenants of Adjusted Billing Outgoings Reconciliations (AU & NZ Only): Reconcile Recoverable Operating Expenses Manage Audit of Recoverable Operating Expenses Calculate Tenant Liability Reconcile Directly Recoverable Expenditure Obtain client approval Raise Tenant Account Adjustments Generate Outgoings Letters to Tenants Approve and issue Letters to Tenants Monthly Financial and Operational Reporting: Review current month financial report & prior month accrual adjustments Calculate current month accrual adjustments Submit accruals to REAS for upload Review accrual report draft & approve or advise REAS of corrections Review monthly cash and/or accrual reports Complete variance analysis and commentary Complete arrears commentary Complete property report Review tenancy schedule & note action items (rent reviews/expiries) Issue to client Review with client if and as required (face to face or telecon) Page 2 of 10

3 Procurement: Service contracts o Preparation of Tender Documents o Conduct Tender o Tender Evaluation and Recommendation o Service Contract Preparation and Execution (including service order) o Contract Transition o Contract Management and Monitoring Non-Contractual Maintenance, Service, Repairs (Without TS Support) per tenant or 3rd party request o Action List/Tenant Request/Ad hoc Request o Raise Work Order and/or Purchase Order o Manage Communication between Requestor and Vendor o Close Work/Purchase Order o Manage Invoice and Payment Inquiries Contractor and Contract Management: Contractor Compliance o Contractor Inductions o Site Specific Inductions o Safe Work Management o Contractor Meetings Performance Management o Ensure scheduled work is conducted as per agreement o Review the works o Action outstanding items o Manage KPIs Capital Project Management: Make Good Identify Project Opportunity Recommendation to and approval from client Prepare Project Briefing, Scope and Tender Documents Conduct Tender Evaluation and Submit Recommendation Prepare Project Contract Documentation Site Handover Manage and Deliver Communication to Stakeholders Throughout Project Page 3 of 10

4 Oversee project Witness Commissioning and Defects Inspection Manage Defects Rectification Collect project documentation and upload to Pulse Tech Inspections: Operational Property Inspection o Conduct Full Property Inspection o Extract Action List for maintenance, service and repair items o Issue instructions for rectification works o Re-inspect o Close Work/Purchase Order upon completion of rectification works o Release invoice for payment o Manage Invoice and Payment Inquiries Tenancy Inspection o Notify tenant of impending inspection o Conduct full tenancy inspection o Prepare and issue non-compliance report to tenant Risk Management: Incident Reporting & Management Insurance Claims Business Continuity Statutory Compliance o Annual Essential Services Assessments (e.g. AFSS for NSW) o Plant Registration o Licenses (e.g. specific legislation such as Brisbane City Council - Flammable Liquids) o AUNZ Standards Compliance (e.g. kitchen exhaust maintenance, domestic water tank cleaning, etc.) Risk Audit o Coordinate property risk audits o Manage Risk Action Plan o Identify and Manage Project Opportunities o Report on Risk Action Plan Page 4 of 10

5 Health & Safety: Plant Risk Assessment On Site Contractor and Process Management CBRE Staff Training and Support Risk Audit/HSE Audit o Coordinate HSE and/or risk audits o Manage Risk Action Plan o Report on Risk Action Plan Sustainability: Data Extraction and Processing o Extract data from invoices and enter into system o Reporting o Automated data upload through BMS and utility smart meters Reporting Ratings BEEC/NABERS/LEED/Green Star etc. Value Add Services including consultancy, RPI Tenant Management: Tenant Liaison Tenant Churn o Tenancy fit outs o Tenancy alterations o Move in/move out Tenant Requests Tenant Surveys Lease Negotiations Market Rent Reviews Client Relationship Management: Client Liaison Reporting o Annual Property Report Business Plan Clients Requests Client Entertainment Page 5 of 10

6 Systems Testing & Development: User Acceptance Testing Systems Specification & Development Team Administration & Management: Recruitment Performance Management Training Team Meetings Business Development: Other: RFP Preparations Presentation/Demonstrations Legal Arranging/co-ordinating property valuations Managing rate assessments and objections Leasing inspections Due Diligence Public relations Retail Property Marketing Client Funds Requests Page 6 of 10

7 Real Estate Accounting Services Use this selection if you are in Real Estate Accounting Services / Client Accounting Accounts Payable - Vendor Management: Set Up of Vendors Vendor Maintenance Vendor vetting Accounts Payable - Invoice Processing: Invoice Scanning Invoice Processing Accounts Payable - Payment Processing incl. Funds Requests: Payment Preparation Funds Request Processing Online Banking Approval Cheque Preparation Accounts Payable - Queries (PM, suppliers etc.): Responding to s/phones calls Accounts Receivable - Receipting incl. Unallocated Funds: Entering, approving receipting batches Accounts Receivable - Tenant Refunds: Preparation, approval of Tenant Refund including payment Accounts Receivable - Queries (PM, tenants etc.): Responding to s/phones calls Lease Maintenance - Recurring Charges: Generating recurring charges Lease Maintenance - Sundry / Adhoc Charges: Generating adhoc or sundry charges Page 7 of 10

8 Lease Maintenance - Property & Lease Setup and Maintenance: New Property/Portfolio set-up New Lease and Occupant Set Up Existing Record Maintenance Rent Reviews Lease Expiry/Termination Lease Maintenance - Queries (PM, tenants etc.): Responding to s/phones calls General Accounting Bank Reconciliation: Preparation of bank reconciliation including resolving reconciling items General Accounting EOM processing/checking: CM & AP Ledger Posting Validation of ledger balances through EOM checking procedure General Accounting Journal Processing: Calculate current month accrual adjustments Recoding of transactions General Accounting Client Reporting: Review current month financial report & prior month accrual adjustments Review monthly cash and/or accrual reports Complete variance analysis and commentary Complete arrears commentary Complete property report IFRS Reporting Review tenancy schedule & note action items (rent reviews/expiries) General Accounting Compliance: Policies and Procedures Trust Audits Page 8 of 10

9 General Accounting Budgeting and Forecasting: Prepare Property Budget - annual, 3, 5 years, etc. (incl. calculation of tenant liability) Review with client/modify Upload Budgets to MRI Review Actual YTD Performance to Budget Forecast Likely Actual for Balance of Budget Year General Accounting Management Fee Administration: Fee Review and Adjustments Raising, Review and approve Recurrent Fees Raising Sundry Management Fees Debt Collection of Management Fees General Accounting Tax Preparation & Filing: Preparation of Tax calculation Preparation of GST/VAT filing Filing GST/VAT General Accounting Queries (Auditors, Tax Agents etc.): Liaison with Client Appointed Auditors/Tax Agents Responding to audit & tax queries Client Relationship Management: Client Liaison / Meetings Transition Management (In & Out): Transition Plan Transition Management Systems Testing & Development: Specification User Acceptance Testing Page 9 of 10

10 Team Administration, Training & Management: Recruitment Performance Management Training Team Meetings Business Development: Other RFP Preparations Presentation/Demonstrations Page 10 of 10