Investment portfolio property management

Our capabilities

Clearpoint manages a number of Portfolios on behalf clients with mixed holdings across retail, commercial and residential properties. We also extend our service to individual owners.

Each of these property classes require vastly different management processes. Retail property in particular is subject to a swathe of legislation requiring specialist attention.

Clearpoint has the experience, systems and procedures to effectively manage each of these property types. We also have access to all relevant industry websites for exposure of your property.

For you, this means you can truly have one point of contact for all properties within your Portfolio, one set of accounts, one manager with a deep understanding of your overall property goals, and one call to make whenever you need things done. We can also offer you economies of scale not possible when your properties are spread across multiple agents.
 

So, for you, selecting Clearpoint to manage your property Portfolio means more time, great results and clear value. 

Try us today, and take advantage of our Service Guarantee.

What we do for you as your managing agent

The following is an outline of the responsibilities that Clearpoint will undertake as your managing agent:

Undertake tenancy and property audit

Upon appointment Clearpoint will review all properties and leases, and establish a critical dates and actions plan. All tenancy details, rent reviews, lease expiries, and tenancy and property issues will be recorded. A quarterly report will be presented detailing any upcoming issues, vacancies or rent reviews, and detailing any action required.

Act as principal point of contact for existing and new tenants

Tenants will be formally advised of the changeover and asked to refer any issues relating to the tenancy to Clearpoint, as well as directing all payments to the Clearpoint Trust Account.

Collect rent and recover outgoings

All rental income and outgoing contributions will be receipted in trust on your behalf and the net balance disbursed to your nominated account at the end of each month.

An ongoing mid-month payment can also be arranged if required.

Monitor and act on rental arrears

Tenant rent payments will be regularly monitored. Any tenant in arrears is contacted by phone initially, followed by notification in writing of their obligation to pay rent. Personal collection of arrears can also be effective. If required, Clearpoint will issue any notices to vacate and oversee any Tribunal or rent recovery process.

Pay statutory and other outgoings

Any regular outgoings will be redirected to Clearpoint for payment and accounting on your behalf. We will notify all statutory bodies and suppliers of this change.

Oversee repairs and maintenance

Subject to agreement any repairs or maintenance works will be arranged on your behalf. Quotes for works will be submitted for approval prior to taking any action at all times, unless instructed otherwise.

Submit monthly income and expenses statement

A monthly statement will be prepared and submitted to you along with payment of net income after outgoings and other expenses. At financial year end a summary report can be made available upon request.

Oversee insurance and insurance claims

Clearpoint does not organise building and other insurances on behalf of clients. These remain solely the responsibility of the landlord. Payment can be arranged for policies upon receipt of written instructions for each policy year. Clearpoint will lodge and handle any insurance claims made on your behalf.

Oversee risk management issues

Clearpoint will review the properties’ compliance with all statutory laws, Council regulations, OH&S, fire safety and other relevant issues, and advise any actions needed to meet these requirements, including appointing appropriate consultants where required. Clearpoint will also oversee all annual inspections required by Council, including fire safety inspections.

RENT REVIEWS

Market and percentage reviews

Clearpoint will monitor upcoming rent reviews and options, and negotiate to secure favorable reviews. Market reviews will be researched and recommendations presented for your consideration. Percentage reviews will also be applied as required and tenants notified of these. If required Clearpoint will organise a valuer for market rent determinations.

Critical dates summary

Upon appointment Clearpoint will present you a summary of critical tenancy dates. These will include market rent reviews, percentage increases, lease expiries, notification of options, redecoration dates, etc. A quarterly review of these dates is recommended in conjunction with the overall goals for the portfolio.

LEASING

Overview

As your managing agent, Clearpoint will undertake all correspondence and negotiations with tenants and submit all points of negotiation to you for approval. With any new commercial leases negotiated Clearpoint will provide heads of terms to solicitors for preparation of lease documents. Residential leases are prepared in-house using REI NSW standard forms.

Marketing and promotion

During any period of vacancy Clearpoint will effectively promote the premises to potential occupiers using the following methods:

Standard ‘For Lease’ signage on the property. Between 40% and 60% of all enquiries from prospective tenants come directly from signage. Occasionally a property will warrant specialist signage which will be discussed as required.
 

Standard web listings on subscription sites domain.com.au, realcommercial.com.au and our own site clearpoint.com.au . Web listings can be upgraded for greater exposure as required.
 

E-mail marketing to the Clearpoint property enquiries database.

Print advertising in selected locally circulated media. This would include such publications as the Sydney Morning Herald and Central Coast Express.

Other leasing responsibilities

Reference and financial checks– this information will be requested from all tenants and a recommendation presented to youfor consideration.
 

Bonds/rental guarantees– will be collected and lodged on your behalf as required by legislation. Retail bonds are now required to be lodged with the Retail Tenancy Unit, a division of the Department of Fair Trading. Residential Bonds are required to be lodged with the Residential Bond Board.

Tenancy agreements– at such time as agreement is reached on a new tenancy a ‘heads of agreement’ will be issued to solicitors for preparation of a lease. A copy is also issued to both lessee and lessor. For residential tenancies, a standard REI NSW lease is prepared in-house without the involvement or cost of a solicitor.

Tenant Information Booklet– a tenancy information booklet for new tenants will be developed for all commercial/retail tenancies. This booklet will address issues such as security, fit-out procedures, waste disposal, hours of operation, etc, and encourages the smooth running of each property.