An integrated part of our Corporate Occupier & Investor Services group (CIS), our lease administration team offers technology consulting, implementation, ongoing management, and lease audit services.
By applying Six Sigma and DMAIC philosophies to our Lease Abstraction and Quality Review processes, we achieve industry leading data integrity levels which results in accurate and timely portfolio information for our clients. Our nearly 20 years of experience in providing lease administration services has resulted in best practices that drive operational efficiencies, reducing costs and cycle-times.
Our programs enable our clients to control leasehold expenditures through aggressive management of critical dates and options; increase efficiency through effective space utilisation; and develop strategic plans that align with the business by providing access to detailed real estate data. We add value by transforming data into meaningful management information to support improved decision-making.
Our clients are tenants with portfolios comprised of leased office, retail, industrial, and manufacturing properties. We work with tenants who want to manage their assets proactively and progressively. These clients may need one of the following services:
Our technology solutions automate accounting, improve accuracy, and simplify invoicing and billing.
We will abstract all pertinent information for your portfolio and populate it into your database so that you will have unfettered and secure access to it.
We will assist you in managing your critical dates and options aggressively, while establishing protocols for critical dates so that you have time to assess relevant resolution points and make optimal decisions.
Maintain corporate governance
We will help you comply with regulations and reporting standards by incorporating extensive security levels and processes to ensure GAAP and Sarbanes-Oxley compliance.
We will design customised procedures to identify events of default and compliance of lease obligations and will update property records to reflect changes and additions to leases so that you have adequate time to manage early renewals, subleases, and terminations.
We will assign a Single Point of Contact to your account, responsible for ensuring consistent processes are adopted across all account regions.
How Can We Help?
Thanks to our extensive experience with different lease administration databases, we can provide you with an unbiased recommendation on which real estate technology solution will be the most cost-effective and the most ideally suited to meet your specific business needs.
We help you achieve the highest standards of collection, abstraction, and data entry, which will in turn provide you with visibility to key portfolio data, such as lease expirations, break dates, and benchmark/metric information. Furthermore, our team will ensure that your teams are appropriate trained on technology capabilities.
Ongoing management services
We ensure critical dates are managed, data within the database is accurate, and tenant and landlord requests are handled expeditiously. We also manage the payable functions for leased and owned properties. By reviewing and processing rental expenses, such as operating costs, utilities, CAM and property taxes, we achieve significant cost savings and avoidances for our clients.
Lease audit services
We evaluate your portfolio and identify locations that would benefit from a more extensive audit review to drive cost savings. Our lease audit services include an analysis of key lease obligations in order to identify potential overpayments and/or recover potential lease related overcharges.
Adding Value – The Advantages Of Our Approach
A la carte service approach
We offer a comprehensive, ‘A La Carte’ approach to Lease Administration Services providing Consulting, Implementation, Ongoing Management and Lease Audit Services tailored to a company's specific needs.
We offer advanced technology solutions that provide scalable platforms to meet the needs of both our smallest and largest clients while keeping costs manageable. We leverage our position as an industry leader to ensure our clients receive the best possible pricing and service from the chosen technology provider.
Our experience in analysis, setup, and implementing various Lease Administration systems results in mitigation of risk and reduced costs through proactive management during system setup and quicker implementation time.
Lease abstraction process
Our proven quality review program ensures the utmost in data integrity and our process provides considerable cost savings for clients as it eliminates the need to translate entire documents, and minimises delays and costs of adding outside vendors and resources.
Our customised Operations Guidebook outlines processes and procedures, with checklists and corresponding flow charts, specific to each client. Our guidebook minimises portfolio risk and enforces corporate governance, such as Sarbanes-Oxley.
Experience and Resources
C&W has been providing lease administration services to global companies since 1994. Our Lease Administration Team is located in markets throughout the world and provides abstractions in 45 languages and abstracts approximately 8,000 leases per year. We are experienced in 16 different technology systems and can, therefore, provide our services on any technology platform currently utilised or chosen by our clients.