At Deering Management Group, our main goal is to manage your property with a hands-on approach from an asset point-of-view rather than that of a mere custodian. This attitude will ensure the maximum possible return from the property. Our management effort will reduce the involvement of your time, as we will handle all aspects of the management.

Our management responsibilities include handling all project operations. These responsibilities fall into four basic areas:

• Administrative Services
• Physical Services
• Fiscal Services
• Master Insurance Program

A. Administrative Services
1. Collect rents or other monies due from invoices.
2. Administer and enforce lease provisions.
3. Maintain full operating cost records for escalations.
4. Evaluate purchases as to need, cost, budget allowance, etc.
5. Review all bills for payment and authorize payment of the same.
6. Review and evaluate yearly property tax statements and property insurance polices.
7. Administer all service contracts (to include negotiation of the same, review and cancellation, if required).
8. Administer all construction contracts (to include negotiation of the same, review of documentation, acquisition of lien releases, etc.).
9. Handle correspondence between parties.
10. Process tenant complaints and initiate corrective action.
11. Prepare monthly, quarterly and annual reports and budgets.
12. Maintain all management records, files and accounts.
   
B. Physical Services
1. Conduct routine and spot inspections of the project and all systems.
2. Maintain mechanical, electrical and other systems.
3. Manage the utilities including implementation of energy conservation techniques.
4. Schedule and supervise janitorial and grounds-keeping contracts.
5. Supervise all other service contracts and service personnel.
6. Establish and supervise fire protection and security systems.
7. Remove snow, when necessary.
8. Respond to emergencies.
9. Coordinate and administer all additional or corrective construction and tenant construction (to include determination of need, development of plans and specifications, bidding, award of contract, supervision and acceptance of work).

Periodically, we inspect the property from the roof to the asphalt and continue your preventive maintenance program or establish one for your project. We will ensure the following components and systems are reviewed regularly:

Janitorial Landscaping -Interior/Exterior
HVAC Carpet Cleaning and Replacement
Roofing Pest Control
Plumbing Lot Cleaning
Glass Replacement Lighting
Glass Cleaning Tenant Improvements
Garbage Snow Removal
Security ADA Compliance
   
C. Fiscal Services
Deering Management Group's fiscal services are designed to provide both the owner and management with information necessary to properly assess the status of the investment, by utilizing standard Deering Management Group reports or special reports required by the ownership.
1. Operating Budget:
A calendar year budget will be prepared at the beginning of each year. Income and expense items are detailed by individual chart of account categories for each month. The budget becomes an integral part of the management plan and also acts as a guide toward its execution.
2.

Reporting:
Our computerized accounting system provides the following accurate reports in a format that can be rapidly analyzed:

Income and Expense Statement: A compilation of each income and expense account total with normal statement subtotals showing gross and net income.

Income Detail: Suite number, tenant name, charge classification and amount, beginning and ending balances, amount collected and date paid through.

Expense Detail: Vendor name, invoice number and description of payment, chart of account classification and code, check number and amount.

Budget Comparison: Actual, budget and variance amounts for the month and year-to-date.

Additional reports and schedules can be provided as required.
3. Calculation of Charges:
Rental, operating expenses and tax adjustment, CPI adjustment and percentage rents are calculated and invoiced as due.
4. Banking:
All funds are processed through a trust bank account in accordance with Oregon or Washington laws.
 
D. Master Insurance Program
1. Insurance:
A Master Insurance Program is available for properties under contract with Deering Management Group. For more information, please visit our Master Insurance Policy page.