We take full responsibility for the day-to-day management of existing tenants: lease administration, renewals, indexation, accounts receivable and commercial requests — helping landlords protect rental income and reduce the risk of future vacancy.
We take over the day-to-day management of existing tenants within an office property.
We manage leases, renewals, indexation, accounts receivable and tenants’ commercial requests. We identify potential move-outs early and help landlords protect and grow the property’s rental income.
Russian Estate becomes the single point of accountability for all commercial and lease-related matters involving existing tenants.
The work with a tenant does not end when the lease is signed — it is only beginning.
Lease terms, indexation, outstanding receivables, requests to amend commercial terms, expansions or contractions, renewals and potential move-outs all have a direct impact on the financial performance of an office property.
We bring these processes together within a single management framework.
For every tenant, we track key lease terms, critical dates, current action items, communication history and potential risks.
The landlord gains a transparent view of the entire lease portfolio and can make decisions proactively — before vacancy arises or income is lost.
We create and maintain a single, up-to-date tenant database covering premises, rental rates, OPEX, lease terms, indexation, security deposits, rent-free periods, special conditions and key decision-maker contacts.
We monitor lease terms and material conditions, amendments, security deposits and the parties’ obligations. We coordinate the preparation, review and approval of required lease documentation.
We monitor lease expiries and initiate work on each upcoming event well in advance. Key milestones are set 12, 9, 6 and 3 months before expiry, depending on the tenant and the space occupied.
We establish the tenant’s intentions in advance, review the existing commercial terms, prepare renewal proposals and conduct negotiations. We agree commercial parameters with the landlord and manage the renewal process through to documented agreement.
We monitor contractual indexation dates and conditions, ensure required notices are issued on time and verify the application of revised rental rates.
We act as the single commercial point of contact for existing tenants. We receive and structure requests, manage communications, coordinate matters with the landlord and property management team, and follow them through to resolution.
We identify tenants at risk of moving out, not renewing or reducing their space well in advance. We establish the underlying reasons and prepare retention scenarios for the landlord.
We manage changes in tenants’ space requirements. We assess opportunities to expand or retain tenants within the property, propose relocation options and coordinate changes to commercial terms.
We monitor outstanding receivables, communicate with tenants, record agreed actions and payment deadlines and, where necessary, coordinate repayment schedules and monitor compliance.
We assess tenant requests for discounts, rent-free periods, changes to rental rates, lease terms, occupied area and other commercial conditions. We evaluate the financial impact and prepare decision options for the landlord.
We coordinate the contractual and administrative aspects of premises handover and return, including required documentation, handover/acceptance acts and interaction between the parties.
We route technical and operational requests to the relevant property teams and monitor feedback and resolution. Russian Estate does not replace technical property management; we ensure tenant issues do not fall between functions or remain unresolved.
Every lease is a cash flow with its own term, value and risk profile.
That is why we monitor not only day-to-day tenant matters, but also the indicators that directly affect the property’s income performance:
· current rental rates
· lease expiry dates
· upcoming renewals
· rent indexation
· accounts receivable
· potential space contractions
· tenants at risk
· future vacancy
· tenant expansion opportunities and potential rental income growth
Russian Estate’s role is to identify commercial risks early and convert them into a clear, actionable plan.
Single point of accountability. One team coordinates all commercial and lease-related work with existing tenants.
Up-to-date Rent Roll. All key tenant and lease information is consolidated and continuously maintained.
Lease expiry control. The landlord can see in advance which leases, areas and amounts of rental income require attention over the next 3, 6 and 12 months.
Risk map. We identify tenants with potential risks of move-out, space reduction, non-renewal or payment issues.
Action Plan. Each material issue is assigned a specific action, responsible person, deadline and expected outcome.
Regular management reporting. The landlord receives a consolidated view of the lease portfolio without having to gather information independently from multiple teams and functions.
· Occupancy / Vacancy — occupied and available space.
· Rent Roll — current structure of the lease portfolio.
· Lease Expiry — leases expiring within the next 3, 6 and 12 months.
· Renewal Pipeline — status of lease renewal negotiations.
· Rent Indexation — upcoming and completed rental rate adjustments.
· Accounts Receivable — current position and status of actions for each case.
· Tenant Risk — tenants and areas at risk.
· Commercial Opportunities — expansions, relocations and potential sources of additional income.
· Action Plan — key actions for the team during the next reporting period.
A dedicated team is assigned to each property under the leadership of an Account Director.
· Account Director
· Tenant Relations Manager
· Lease Administration Manager
· Analyst
· Legal counsel and specialist advisers as required
The team works closely with the landlord, property management company, accounting function and other property teams. The landlord retains a single point of accountability for all work involving existing tenants.
· tenant acquisition and brokerage of vacant space
· exclusive leasing brokerage for the office property
· complex renewals and negotiations with key tenants
· restructuring of major lease agreements
· commercial property audit
· lease audit
· rental income enhancement strategy
· rental income budgeting and forecasting
· marketing and repositioning of the office property
· CRM implementation and tenant management automation
· creation of an in-house leasing function for the landlord
Additional assignments may be delivered as standalone projects or under a fee structure linked to the commercial results achieved.
At the outset, Russian Estate reviews the property, tenant structure and existing leases, including:
· the size and configuration of the office property
· number of tenants
· Rent Roll
· lease expiry profile
· current rental rates and indexation provisions
· accounts receivable
· current commercial risks
· existing tenant management and communication processes
Based on this review, we define the property management model, team structure, interaction procedures, KPIs and reporting format.
Entrust the day-to-day management of your existing tenants to Russian Estate and gain a single, integrated system for managing lease relationships and the property’s commercial risks.
Contact us for an initial review of your office property and a proposed management model tailored to your requirements.
Our managers will help you make an informed decision and find the right property.
