We render the following Lease Management Services, the result of which being that our client’s time is released to enable them to concentrate on their core business while the infrastructural needs are being addressed by EXACT AFRICA:

Ongoing Monthly Lease Management Reports

After the capturing of all lease agreements on our systems, we manage our client’s portfolio and submit monthly feedback by way of the following reports:

• Lease Schedule: provides a monthly overview of all lease information
• Status Report: provides a monthly overview with feedback on pending issues
• Expiry Profile: provides a monthly overview of any lease expiry dates

The aforementioned will also include the following:

• Ongoing negotiation and communication with landlords with regards to various issues and matters that may arise during the course of each month.
• To ensure that the initial correct lease information with regards to rent payments be submitted to the accounts departments;
• To timeously submit lease renewal reports for renewal instructions
• Scrutinizing of billing and rent payments from landlords.

Comprehensive Ongoing Monthly Lease Management

Utilizing the software package, PROPERTY EXPRESS, our clients’ monthly rental and operating cost will be consolidated and administered by EXACT AFRICA. PROPERTY EXPRESS is best described as a property asset management system. It covers the full spectrum from the basics of rent collection to the production of strategic decision-making information for portfolios of properties.

Overview of the PROPERTY EXPRESS MANAGER

Comprehensive space management, lease management and accounting system for tenants and landlords.
On operational level, it ensures that the right amounts are billed and collected at the right time.
On strategeic level, key performance and investment indicators are generated.
A simple method to administer buildings with quick and easy access to owner, property and tenant details, as well as on-line access to up to-the-minute accounting information.

• EXACT AFRICA is in a position to oversee the monthly property lease administration and also represent our client in any disputes and negotiations with the respective landlords wherever situated.
• EXACT AFRICA is ideally suited to locate new premises on behalf of our clients.
• EXACT AFRICA will assist our clients in complex negotiations with the various landlords in cases of consolidation (distress properties).
• All funds received from our clients are administered in the trust account of EXACT AFRICA and the account will be subject to an audit by EXACT AFRICA’s auditors.
• We inter alia propose to negotiate the following on your behalf based on the fact that you are a national tenant which will result in possible money-saving:
  • EXACT AFRICA’s objective will be to break down rent in to two components, i.e. basic rent and operating cost. The aim will be to link operating costs to direct expenses which is a variable component an will be linked to the direct expenses incurred by the landlord.  Hence a possible savings as the current rental escalate at contractual escalation.
  • Taking into consideration that our clients are regarded as a national tenants we are of the opinion that possible savings for them could be manipulated in one or more of the following ways:
    • No or minimum deposits
    • National standard escalation which could result in a lower annual escalation for our clients.
    • National standard lease agreement which could benefit our clients in various ways.
    • Market reviews – as a condition of lease it could let the lease obligations keep up with market trends – when market rent drops EXACT AFRICA could amend lease agreements to get an additional benefit

Lease Negotiations of new leases and lease renewals

• Assist with Landlord negotiations of lease agreements with regards to renewals and new leases.
• Scrutinise and compare new leases submitted by landlord
• Submit recommendations to the above where possible
• Assist in standardising of existing lease agreements
• Ensure the signing and stamping of leases

Lease Audits

We do extensive audits on existing and/ or expired leases by comparing the terms agreed upon in the duly signed Lease Agreement, to the actual amounts billed by the Landlord, ensuring that any monies overcharged are recovered.

Site Sourcing Agreement

• Procuring suitable premises at all shopping centres that fall within the criteria of our client
• To keep our client up to date of all new developments that EXACT AFRICA is aware of
• The drafting of all necessary correspondence to the landlord to obtain an offer to lease and submit such to our client in order to secure the premises.