The primary focus of Hurst Warne’s property management role is the day-to-day running of the properties under our management, whether single or multi-let.  Overseen at Director level this includes all client and tenant liaison, client reporting, the recording and management of lease events, the administration of service charges, processing tenant applications for consent, providing advice on all Landlord & Tenant matters and much, much, more.

We use the industry leading property management system, MRI Qube, to hold and accurately process all lease data and tenant records.

Hurst Warne Commercial Property Management Ltd are regulated by the Royal Institution of Chartered Surveyors (RICS) and are registered under the Data Protection Act with the Information Commissioners Office.

In conjunction with our day-to-day management activities Hurst Warne’s property management accounting role comprises the running of the accounting function for the property.  This will often involve; demanding and collecting rents and service charges, credit control, service charge accounting, supplier invoice payments, client reporting and pay-overs, and the preparation and submissions of VAT returns.

Using MRI Qube to maintain accurate accounting records for each property, we demand and collect in excess of £8M of commercial and residential rents, and £2M of service charges per year, all with varying demand dates and billing periods.

We currently manage a range of properties that require service charge management with an annual spend in the region of £2M.  Hurst Warne deal with all the necessary service charge accounting, budgeting and administrative duties in compliance with the RICS Code of Practice for Service Charges in Commercial Property.  We seek to ensure that the costs of occupation are economic and cost effective by ensuring fair apportionments and accurate budgeting.  We also recognise the need to set and maintain expenditure levels that balance the needs of occupiers, by providing the right level of on-site services while demonstrating value for money, and for landlords by keeping service charge levels competitive for the property’s asset class.

Hurst Warne’s property and facilities managers undertake regular site inspections to an agreed schedule appropriate to the type of property and in many cases more frequently due to on-site activity.  Our inspections enable us to ensure maintenance, Health & Safety and covenant responsibilities, whether landlord or tenant, are being properly discharged in compliance with lease obligations.  Issues that are identified can then be dealt with promptly and effectively to maintain compliance and whilst on site any works that have recently been instructed and undertaken are scrutinised and signed off if appropriate.

A key element of our property management role is the procurement and management of on-site services whether this is for the purposes of a one-off repair or the placing of annual service contracts.  To ensure value for money and service quality, Hurst Warne adopt a flexible approach to procuring supply contracts and contractors, appointing on either a regional or local basis to best meet the specific needs of each instruction.  This enables the property and facilities managers to appoint the most suitable contractor for any particular service, location or property.  We are partnered to Alcumus SafeContractor, an industry leading contractor Health & Safety accreditation scheme. All of Hurst Warne’s contractors, are vetted and accredited to ensure minimum standards of insurance and Health & Safety are met.  Our contractors, many of whom we have built strong relationships with over the years, are also tried, tested and trusted and can be called upon quickly to deal with any repairs necessary.

Where the Landlord is responsible for the common parts of a property Health & Safety and Statutory Compliance is rigorously managed using the compliance management software platform QUOODA.  All applicable compliance documentation is procured and uploaded enabling us to monitor critical dates, risks and their corresponding control measures.  Through QUOODA’s built-in dashboard we are able to present our clients with a snapshot of their property’s compliance status at any given time.

Tenant compliance with Statutory Obligations is monitored through an agreed inspection regime.

To provide continuity of service, especially when dealing with reactive repairs, Hurst Warne operates an Out of Hours help desk for the benefit of all properties and tenants under our management.  The service is provided by Hartley Services, providing nationwide coverage, and is available 24 hours a day, 365 days of the year although tenants are advised to make contact with the office or any onsite staff during normal working hours.

Hurst Warne operates a Block Insurance Policy for the benefit of all our clients.  The block policy is managed by Lockton REAC and enables us to quickly procure both Asset and Engineering insurance with an enhanced policy wording and a competitive premium.  This facility is available to all of Hurst Warne’s property management clients, although we fully understand and appreciate that our clients may wish to manage their own insurance arrangements.  We will liaise with insurers regarding policy renewals, midterm additions or amendments, claims and also arrange all vacant property inspections in order to comply with insurers’ requirements and ensure cover is maintained.

Private Limited Companies are not currently obliged to appoint a Company Secretary, unless specifically required by the Company’s Articles of Association.  Management Companies will often appoint a Managing Agent to act as Company Secretary in conjunction with their role as administrators of the Service Charge.  Hurst Warne currently act as Company Secretary for a number of commercial management company clients and as part of this role our duties include:

·         Advising on Corporate Governance and best practice

·         Filing the Confirmation Statements and Accounts at Companies House

·         Overseeing the independent audit of the Company’s accounts

·         Managing the Register of Directors and Members

·         Administering the transfer of Shares as part of the sales process

·         Providing information to Statutory Authorities

Service charges, and other direct recharges, represent a significant cost to many businesses. Hurst Warne are able to analyse lease provisions and advise both landlords and tenants on the administration of service charges and on the recoverability of expenditure.  Where necessary we can assist tenants in negotiating lease terms and in challenging unjustified charges.