Virtual assistant support for office property management

Property accounting

• Operating expense reconciliation: once the year closes, splitting the building's ledger into recoverable and excluded costs, grossing variable expenses up to the occupancy each lease states, figuring every tenant's pro rata share on the RSF and denominator its lease sets, and drafting the statement for its share of the increase over a base year or expense stop.
• Invoice processing: coding each vendor bill to the building and GL account, matching it to the purchase order and service contract behind it, routing it for approval inside the owner's spending limits, and marking which costs belong in the recoverable expense pool.
• Owner reporting package: pulling the month's package together after close, from the operating statement against budget, rent roll and aged receivables to bank reconciliations and the leasing pages on occupancy and upcoming expirations, with each budget variance flagged for the property manager's explanation.

Lease administration

• Lease abstraction: reading each executed office lease with its amendments and side letters, recording commencement and rent commencement, rent steps, the base year and recovery terms, and renewal, expansion and termination options with their notice windows, then keying the abstract into Yardi or MRI and keeping it current.
• Lease documentation: drafting the numbered amendment that extends a term, adds a floor or resets rent from the approved proposal or LOI, with recitals naming every earlier amendment and superseded options retired, then moving it through approvals and signature and recording the executed terms in the property system.

Leasing

• Leasing activity reporting: bringing the pipeline current each week from inquiry and tour through proposal and negotiation, adding tenants known to be in the market and deals at comparable buildings, and laying it out in the owner's format for the leasing call.
• Stacking plans: redrawing the building floor by floor whenever a lease signs, renews, expands or ends, each suite showing its tenant, RSF and expiration year in the color key, for asset management reviews and tour books.
• Leasing commission tracking: reading each signed lease, renewal and expansion against its broker clause and commission agreement, figuring the commission on base rent by lease year, and scheduling the installments owed at execution or rent commencement.

Property management

• Work order management: converting each tenant request from the portal, phone or email into a work order, dispatching them to building maintenance staff or a vendor, keeping the tenant posted and chasing overdue orders, and turning labor and materials on billable work into a chargeback.
• COI tracking: collecting certificates from tenants before move-in and from vendors before they start work in the building, checking limits and the additional insured, waiver of subrogation and primary and non-contributory endorsements against the lease or contract, and requesting renewals ahead of expiry.

• The repair itself: building maintenance staff and vendors do the work in the suite, and someone at the property confirms it is finished before the order closes.
• Preventive maintenance on HVAC, elevators and fire and life-safety systems, including their statutory inspections and certifications.

Setting up an operating expense reconciliation means first opening every lease in the building, with its amendments, to find how that tenant recovers costs. A language model can make that first pass one lease at a time and quote where each term sits, while Yardi or MRI keeps the arithmetic.

You are reading one office lease and every amendment supplied with it,
to set up the tenant's operating expense recovery for [year].

Return a table with one row per term below. Give each row its value,
the section it sits in, and the exact quoted language.

- Lease structure: full service gross, modified gross or net
- Base year or expense stop amount, and any amendment that reset it
- Tenant's rentable square feet, usable square feet and load factor if stated,
  and the building area the lease uses as the denominator
- Gross-up provision and the occupancy level it names
- Any cap on controllable expenses, and which expenses sit outside it
- Expenses excluded from recovery, including capital costs and management fees
- Tenant audit rights over the statement

Where the supplied documents are silent on a term, write NOT FOUND.
Do not calculate the tenant's share. Do not fill a gap from what office
leases usually say.

Before any term goes into the system, the property accountant opens each cited section and reads it against the quote. The known failure points: a renewal amendment that reset the base year but never reached the model; a denominator the lease defines differently from the building area on file; a clause limiting management fees that comes back as a full exclusion; and a gross-up that covers only some expense lines. Any of these yields a statement that looks clean and bills the wrong balance. A NOT FOUND row sends the accountant back to the lease file.