Property manager for office buildings

A commercial co-ownership: multiple contacts, technical equipment and business continuity.

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.

Petzerhiel organises the management of these buildings taking into account their professional use, their equipment and the continuity expected by occupants.

Several categories of contacts

Management may bring together:

co-owners ;
professional tenants ;
administrative departments ;
site managers ;
facility managers ;
maintenance companies ;
insurers ;
engineering firms ;
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

Office buildings often include:

access control ;
automatic doors ;
lifts ;
ventilation and air conditioning ;
central heating ;
electrical installations ;
backup generators ;
alarm systems ;
video surveillance ;
shared technical networks or equipment ;
car parks ;
charging stations ;
fire safety systems.

Management requires knowing the contracts, deadlines, inspections and the history of 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 ;
when it was observed ;
which equipment is affected ;
which service provider was contacted ;
which temporary measure was taken ;
what the announced timeframe is ;
which decision remains to be made ;
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 ;
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 ;
the acceptance and retention of technical documents.

Building documentation

We structure in particular:

the plans ;
the contracts ;
the inspection reports ;
the manuals ;
the contact details of the service providers ;
the technical access points ;
the warranties ;
the incident histories ;
the general meeting decisions ;
the budgets and invoices ;
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.