Property Management
Southview Commons
FOR MORE INFORMATION:
Bill Beach
Class A Office Space, Rochester NY
Southview Commons is located in the suburb of Brighton, just off the I-390 expressway, at the East Henrietta exit. Conveniently situated at the corner of Crittenden and East Henrietta Roads, Southview is a transportation hub within ten minutes of downtown Rochester, the Rochester International Airport, I-490 expressway, I-590 expressway and the New York State Thruway.
BUILDING DESCRIPTION
The project is part of a 25-acre mixed use complex that includes a 42,000 square foot
shopping center and 56,000 square feet of office space along with several office condominiums. Offices are occupied primarily by medical, dental and mental health professionals and general business
offices.
The retail space includes a hotel and two restaurants, T.G.I. Friday’s and Delmonico’s Italian Steakhouse, as well as Rite Aid Pharmacy and many more convenience shops. Parking is abundant, free and accessible from White Spruce Boulevard; Southview’s own private Road, which is on a major bus route.
Developed between 1975 and 1990, Southview Commons’ buildings are distinctive and the landscape is matured and well maintained. A full-time experienced maintenance staff, based on-site, assures smooth day-to-day operations.
AREA DEMOGRAPHICS
The surrounding community is a conglomerate of neighborhood commercial office parks and multifamily residential. Within close proximity of Southview are Monroe Community College, Rochester Institute of Technology, University of Rochester, Strong Memorial Hospital and Highland Hospital. Within a three mile radius, there are approximately 37,000 households with a population totaling nearly 90,000 and average family income of $53,000. Within a one mile ring, there are approximately 3,000 households with a population totaling nearly 7,000 and average family income of $42,000.
AVAILABLE SPACE
Medical Office Space:
6,640 sq. feet
$21.50, Gross
Retail Space:
6,661 sq. feet
$18, Modified Gross plus Utilities
Property administration
- Maintain property files, including all leases, service contracts and vendor information and property personnel files, etc. in accordance with Owner’s requirements.
- Administer all rules, regulations and restrictions necessary for efficient operation of each property and for the comfort and security of the tenants.
- Prepare work specification and secure competitive bid proposals for contracts/services such as security, landscape maintenance, trash removal, parking lot maintenance and sweeping, pest control and other recurring contract work.
- Recommend, negotiate and enter into service contracts on behalf of the owner. Provide direct supervision of all contracted services, evaluate compliance to contract specifications and administer payment.
- Coordinate the property’s insurance program. Track vendor and tenant insurance certificate compliance. Process insurance claims as necessary.
- Administer and document the building safety program, including emergency procedures training, fire drills, etc.
- Be responsible for the security of the building and grounds.
- Secure both public and private spaces.
- Secure the buildings during non-business hours by controlling access.
- Monitor electronic security and fire alarm equipment, if applicable.
- Serve as the Safety Director during emergencies.
- Execute emergency procedures.
- Perform patrols of the common areas and report security problems, safety hazards, etc.
- Assist municipal emergency teams in responding to building emergencies.
Property maintenance
- Maintain a clean, well-groomed appearance in order to assure maximum curb appeal for both prospective and existing tenants.
- Implement a maintenance program geared to the specific needs of a property. This includes preventive maintenance programs for the property’s plumbing, mechanical and electrical systems to assure they are performing efficiently.
- Prepare repair and refurbishment plans and recommendations geared to enhance a property’s revenue production capability.
- Continually investigate energy-saving measures to improve efficiency and environmental footprint of each property.
- Maintain landscaping, snow removal and pest removal programs, as necessary.
- Conduct routine monthly inspections of a property and prepare a summary report of activity and conditions observed.
- Establish and maintain positive, helpful relationships with the property’s tenants.
Leasing services
- Develop, implement and maintain an effective leasing program. This program will encompass both direct leasing activity as well as coordination of involvement by third parties engaged in leasing activity. Provide market data regarding the supply and absorption of competing leasable space.
- Conduct periodic market surveys and analysis in order to assure that the Property is competitive in the marketplace and is achieving maximum rental income.
- Recommend lease rates and terms to the Owner. Coordinate prospective tenant support services such as space planning, etc. Actively pursue renewal of tenant leases and tenant retention programs.
- Prepare advertisements and other promotional material, as necessary.
Tenant relations
- Establish and implement the Tenant Relations Program, including a tenant contact program, tenant service request program, etc. Promote tenant relations through personal visits.
- Investigate and solve tenant issues.
Financial administration
- Prepare annual budgets and leasing plans. Prepare monthly financial reports including operating report (income & expense), balance sheet, rent roll and tenant summary. Collect rental income, deposit fees, concession income and other revenue. Initiate collection action as necessary.
- Account for and bank all funds received from the Property and make payment of operating expenses in accordance with the approved budget and management agreement.
- Maintain constant surveillance of actual and committed expenditures to assure efficient control over operating account disbursements.
Reporting
- Prepare written monthly reports for owners as required. These may include:
- Leasing Activity
- Profit & Loss
- Balance Sheet
- General Ledger
- Aged Delinquencies
- Rent Roll
- Check Registration
- Bank Reconciliation
- Capital Project Status
- Periodically meet with owners to present the property’s operating performance and to develop new operating and leasing strategies.
Security
- Hire and supervise adequate security forces.
Property maintenance
- Maintain a clean, well-groomed appearance in order to assure maximum curb appeal for both prospective and existing tenants.
- Implement a maintenance program geared to the specific needs of a property. This includes preventive maintenance programs for the property’s plumbing, mechanical and electrical systems to assure they are performing efficiently.
- Prepare repair and refurbishment plans and recommendations geared to enhance a property’s revenue production capability.
- Continually investigate energy-saving measures to improve efficiency and environmental footprint of each property.
- Maintain landscaping, snow removal and pest removal programs, as necessary.
- Conduct routine monthly inspections of a property and prepare a summary report of activity and conditions observed.
- Establish and maintain positive, helpful relationships with the property’s tenants.
Leasing services
- Develop, implement and maintain an effective leasing program. This program will encompass both direct leasing activity as well as coordination of involvement by third parties engaged in leasing activity. Provide market data regarding the supply and absorption of competing leasable space.
- Conduct periodic market surveys and analysis in order to assure that the Property is competitive in the marketplace and is achieving maximum rental income.
- Recommend lease rates and terms to the Owner. Coordinate prospective tenant support services such as space planning, etc. Actively pursue renewal of tenant leases and tenant retention programs.
- Prepare advertisements and other promotional material, as necessary.
Tenant relations
- Establish and implement the Tenant Relations Program, including a tenant contact program, tenant service request program, etc. Promote tenant relations through personal visits.
- Investigate and solve tenant issues.
Financial administration
- Prepare annual budgets and leasing plans. Prepare monthly financial reports including operating report (income & expense), balance sheet, rent roll and tenant summary. Collect rental income, deposit fees, concession income and other revenue. Initiate collection action as necessary.
- Account for and bank all funds received from the Property and make payment of operating expenses in accordance with the approved budget and management agreement.
- Maintain constant surveillance of actual and committed expenditures to assure efficient control over operating account disbursements.
Reporting
- Prepare written monthly reports for owners as required. These may include:
- Leasing Activity
- Profit & Loss
- Balance Sheet
- General Ledger
- Aged Delinquencies
- Rent Roll
- Check Registration
- Bank Reconciliation
- Capital Project Status
- Periodically meet with owners to present the property’s operating performance and to develop new operating and leasing strategies.
Security
- Hire and supervise adequate security forces.
Property Maintenance
- Maintain a clean, well-groomed appearance in order to assure maximum curb appeal for both prospective and existing tenants.
- Implement a maintenance program geared to the specific needs of a property. This includes preventive maintenance programs for the property’s plumbing, mechanical and electrical systems to assure they are performing efficiently.
- Prepare repair and refurbishment plans and recommendations geared to enhance a property’s revenue production capability.
- Continually investigate energy-saving measures to improve efficiency and environmental footprint of each property.
- Maintain landscaping, snow removal and pest removal programs, as necessary.
- Conduct routine monthly inspections of a property and prepare a summary report of activity and conditions observed.
- Establish and maintain positive, helpful relationships with the property’s tenants.
Leasing Services
- Develop, implement and maintain an effective leasing program. This program will encompass both direct leasing activity as well as coordination of involvement by third parties engaged in leasing activity. Provide market data regarding the supply and absorption of competing leasable space.
- Conduct periodic market surveys and analysis in order to assure that the Property is competitive in the marketplace and is achieving maximum rental income.
- Recommend lease rates and terms to the Owner. Coordinate prospective tenant support services such as space planning, etc. Actively pursue renewal of tenant leases and tenant retention programs.
- Prepare advertisements and other promotional material, as necessary.
Tenant Relations
- Establish and implement the Tenant Relations Program, including a tenant contact program, tenant service request program, etc. Promote tenant relations through personal visits.
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