Commercial Property Facilities Management Support for 50+ Asset Portfolios

Every PMVA assistant completes more than 200 hours of property management training before they begin supporting your business, and that training covers commercial-specific workflows, including lease administration, rent reviews, compliance scheduling and outgoings. They also work from our library of over 1,500 best-practice systems, so they understand the why behind each task, not just the steps. During onboarding, our Australian implementation consultants document your commercial lease events, compliance calendar, approval points, software permissions and escalation rules so your assistant works to your standards from the start. You retain all judgement and contractor decisions; your assistant runs the administrative process behind them. For the broader portfolio administration layer, see our outsourced commercial property management support page.

Our assistants work from a controlled, secure office environment in Clark, the Philippines, rather than from home, which gives us oversight of the physical and digital workspace. They operate inside your own systems and software using access you provision and control. Your agency can set permission levels, manage privacy obligations, and revoke access at any time through its own data governance process. For agencies handling sensitive commercial leases and trust transactions, this managed-office model gives a clearer control structure than ad hoc freelance support.

Your assistant works within your normal communication tools and to an agreed reporting rhythm, whether that is daily task updates, a shared task board or regular check-ins. In our implementation model, recurring processes are usually assigned to the same assistant where practical, such as lease-event tracking, contractor follow-up or outgoings documentation, so the person handling the task builds speed and accuracy over time. Our implementation consultants help you set up communication and handover routines during onboarding so nothing falls between your in-house team and your assistant.

The administrative and coordination layer is highly outsourceable: compliance scheduling, maintenance reporting and follow-up, lease administration, rent reviews, outgoings reconciliation, arrears monitoring and records management. What stays with your team is the on-site work, the licensed inspections and the commercial judgement, such as approving contractors, negotiating leases and making capital decisions. The goal is to free your managers from the recurring process load so they can concentrate on the relationship and asset work that genuinely needs them.

Pricing depends on the number of hours and the scope you hand over, and a consultation gives you a tailored figure rather than a guess. The return comes from two directions: capacity and better process visibility. Your managers reclaim hours previously lost to administration, which can be redirected to retaining key assets, improving owner reporting and supporting portfolio growth. At the same time, structured compliance tracking gives your team clearer visibility of upcoming deadlines, required documents and follow-up actions. Many agencies start by handing over one defined cluster, such as AFSS or BWoF tracking, HVAC servicing follow-up or outgoings documentation, then map the hours returned, the recurring deadlines now tracked and the tasks that stay with the commercial manager.

It is designed for exactly that. For agencies adding commercial properties without a dedicated facilities coordinator, each new asset adds more lease dates, contractor records, compliance reminders and outgoings documents for the same local team to manage. A dedicated assistant absorbs the recurring facilities and compliance workload so each new asset does not stretch your team thinner. Our Zero Downtime backup model helps keep recurring processes moving during leave or turnover, which matters most when you are scaling and cannot afford gaps in your compliance calendar.