Property Management
Kanbar Property Management, LLC (”Kanbar”) is a property management firm operating in Tulsa, Oklahoma. We specialize in management of commercial properties in the Downtown area, representing over 2.2 million square feet of office and retail space. Our services are tailored to fit the unique needs of each of our clients. Strong, lasting client relationships based on integrity, trust, and market-leading performance provide the foundation for our success. With Kanbar you receive comprehensive service: we are accurate, efficient, and prompt. We care about our clients and their properties, and we care about Downtown Tulsa.
With credentialed senior property management and facility managers at the helm of each assignment, Kanbar provides management services to local owners with the aim of reestablishing Downtown as the destination for Tulsa’s thriving business community. Our managers are dedicated to enhancing property values through all aspects of property operations, strategic planning, building enhancement programs, accurate accounting and financial reports. Kanbar’s primary goal is to maximize the value and performance of each of our client’s assets.
Subject Matter Experts
As the largest property management company in Downtown Tulsa, the Kanbar staff has over 75 years combined experience and are experts in property management and leasing in all classes of Commercial Office Buildings. Kanbar’s bench strength of experts is a valuable resource available to any of our clients. In addition, Kanbar has working relationships with professionals in every real estate discipline in Tulsa. Our network is strong and client-focused.
Tenant Services
The Kanbar team focuses on those issues that most directly affect the level of confidence a tenant has with their building, and includes a unique approach to tenant relations and services, a management staff who is proactive and quick to respond to tenant needs and requests, and capital improvements projects to ensure building quality preservation. The Kanbar management and tenant retention philosophy requires that we “take extra steps” to ensure that our tenants feel welcome and at home whenever they are in our buildings.
The key to the overall success of all real estate assets is the ability of the owner and manager to create value by increased occupancy and reduction of operating expenses, as well as tenant retention. Therefore, it is imperative that property managers recognize tenants as their primary customer and demonstrate an outstanding customer service ethic in the delivery of all services.
At Kanbar, our property managers make tenant satisfaction the highest priority. The objective of outstanding customer service and total tenant satisfaction guides decision-making and our approach to problem-solving. Our ability to solve problems is in direct relationship to our productivity and profitability, which we pass on to our clients.
Local Law Compliance
All property managers in the Kanbar management team are members of professional associations which in turn keep their members apprised of local law changes and resulting implications. Kanbar complies with all applicable laws and regulations at every level of the company. These policies resonate throughout the company and include currency of licensing, as well as compliance with other measures.
Property Management Plan and Philosophy
Kanbar has local centralized resource services that are available to provide in-depth specialized expertise to our client teams. Our resource services make a depth of expertise available to each property team that no property alone could ever justify. These resources are a principal reason Kanbar is able to consistently achieve superior results for its clients.
A. Accounting Services
Our Accounting Services provide the following basic services:
o Preparing property financial statements
o Preparing tenant billings
o Assisting in the preparation of property budgets
o Coordinating both routine and special audits
o Developing and implementing “Best Practices” in the property ccounting area
o Developing accounting systems and standards
B. Lease Administration
We have an exceptionally low vacancy rate thanks, in large part, to our professional leasing staff. Lease Administration includes thorough administration procedures, such as the following:
o A standard Tenant file is established for each contract and reflects a comprehensive picture of all aspects of the contract relationship.
o Expiration Reports are generated to maintain contracts and notify Property Management teams of upcoming expirations.
o Enforce terms of tenant’s lease and take appropriate legal actions.
o Maintain accurate records, including procedures for monthly reporting.
C. Building Operations and Engineering Services
Building operations is one of the management aspects Kanbar excels in, bringing considerable value to the property. The Kanbar engineering team responsibilities include, but are not limited to:
o Specific system or equipment problems
o Operating the equipment and systems correctly, carefully, consistently and competently
o Innovative system operating strategies
o Environmental hazard reviews and management
o Performing frequent exterior visual inspections
o Ensuring that the property is well maintained, providing safe and sanitary conditions, making necessary repairs, and arranging for provision of the entire property’s services and utilities
o Quickly responding to Tenant complaints and building issues - we hold an Oklahoma General Contractors License to better serve our clients. Our maintenance team strives for a same day turn-around time for normal maintenance requests.
o Performing safety testing to ensure equipment operates in the safest possible manner.
o Maximizing equipment and system reliability and occupant comfort while minimizing operating expenses and safety risks
o Assisting in any emergency situations that arise to protect the tenants, property employee guests and physical assets
o Responding to property emergencies 24 hours a day, such as flooding, fire damage, or safety/security issues
o Preventing maintenance failures and maximizing equipment life through preventive and predictive maintenance
1. Property Appearance and Cleanliness
Careful, thorough, and regularly scheduled building inspections are an integral component of the Kanbar management and engineering services program. We will perform inspections to eliminate safety hazards, verify mechanical equipment maintenance, ensure cleaning specifications are being met, and confirm that tenants are satisfied with services provided.Kanbar will develop formal work routines, which will include an annual tenant HVAC audit, a formal property inspection, and any necessary weather related inspections (necessary for areas such as snow storms, heavy rains, wind or related power outages), to cover periodic maintenance requirements.
2. Preventative and Recurring Maintenance
The primary goal of Kanbar’s maintenance management system is to ultimately regulate and control the scheduling of the maintenance repairs. Kanbar will utilize the combined efforts of the property management staff as well as the Building Operations team to achieve and maintain efficient and economic operations. Our Engineering Services ensure the building’s physical components are always maintained at the highest levels. Our primary goals are tenant satisfaction and asset enhancement through the use of efficient engineering and demonstrated best practices.
D. Administrative Services
Kanbar has developed and implemented consistent controls, processes and procedures that maximize value and increase staff productivity. The Administrative Services team is led by the Vice President, who oversees each of the Resource Services teams. The property managers and their support staff fall under this category, as well as the Financial Controller and Human Resources Department.
Administrative Services includes:
o Maintaining good tenant relations and meeting with tenants as needed
o Preparing and over seeing the budget for the properties
o Managing day to day operations of the properties
o Setting up marketing plans and procedures for maintaining full occupancy
o Preparing the Monthly Reports for Kanbar clients
o Maintaining vendor accounts and ensuring that contracts are leveraged to maximize cost savings for our clients
o Receiving and dispatching work orders, tracking invoices, allocating costs, benchmarking expenses, surveying tenants and reporting on quality measures.
o Payroll services and Worker’s Compensation claims
o Internal auditing of Company financials
1. Monthly Reports
Kanbar provides accurate and timely monthly reports to thoroughly analyze and understand the client’s financial position.
2. Vendor Relations
We have been successful in developing excellent vendor accounts as a result of our significant presence in downtown Tulsa. We are able to achieve significant cost savings in services, supplies and materials for our clients by combining and leveraging the purchasing power of our clients with Kanbar’s excellent reputation.
When Kanbar bids a property’s contracted services, economies of scale become a factor since we will be using as leverage the total square feet under management in our portfolio of over 2.2 million square feet. As a result, we are confident we will not only be able to lower operating expenses on our properties but will be able to enhance overall services.
Kanbar philosophy regarding contracting vendor services is to endeavour to self perform as much work as possible and practical to ensure the highest level of service quality while controlling costs for our clients.
3. Controlling Spending
Kanbar controls approximately $20 Million in spending on an annual basis. Kanbar’s procurement, contract, and supplier management platform leverages our purchasing power to maximize cost savings, service quality, and operating efficiency.
4. Security & Risk Management
Kanbar has established comprehensive maintenance procedures to ensure the reliability and performance of all life safety equipment. These maintenance procedures shall comply with requirements of the National Fire Protection Association, local codes, insurance carriers and other governing authorities.
