Customer Services

  1. Respond to tenant requests or concerns and take necessary actions to address their needs within the guidelines established by the building ownership. All calls will be addressed initially within one business day for non emergencies, and typically within 30 minutes for emergencies.
  2. Provide follow-up of service requests.
  3. Regular customer service hours are from 9:00 a.m. to 5:00 p.m. Monday through Friday.
  4. A 7 day, 24-hour live person answering service and paging system is provided to enable tenants to contact a staff member for emergency purposes during nights, weekends and holidays.


Financial Services

ACE Realty Enterprises maintains separate and complete records for each property in order to avoid any co-mingling of funds! We provide the following financial services:

  1. Lease Administration.
  2. Prepare monthly rent billing statements
  3. Collect tenant rents.
  4. Monitor delinquencies and refer unpaid accounts for legal action.
  5. Prepare checks for vendor services and present to ownership for signature for the Property’s bills.
  6. Track prepaid and accrued expenses.
  7. Prepare payroll where applicable. .
  8. Prepare monthly financial statement which includes:
    9. - Balance Sheet
    - Income and Expense Statement
    - Budget Variance Report
    - Capital component Analysis Report
    - Aged Delinquency Report
    - Accounts Payable Report
    - Reconciled Bank Statements
    - Itemized Invoice/Expense Report
    - Check Register
  9. Prepare the annual budget for the Property 60-90 days in advance of the fiscal year end for review and consideration to meet the individual investment needs and long term plans of ownership.
  10. Prepare 1099's and W-2's where applicable.
  11. Coordinate yearly audit where desired.
  12. Maintain all records on behalf of Property ownership.


Management Services

  1. Assign a qualified property manager to your property that coordinates all areas of operational and financial services.
  2. Prepare regular reports suggesting possible aesthetic improvements for ownership considerations.
  3. Advise and administrate on matters regarding municipal, state and federal compliance for building fire, life safety systems.
  4. Attend meetings with ownership as requested to discuss operational and financial condition of property.
  5. Follow through on ownership action item requests in a timely manner.
  6. Stay informed about the ever-changing corporate requirements, legislative issues, and financial structuring of the property management industry and provide professional advice regarding these issues.
  7. Inspect the property regularly to ensure high standard of maintenance and care.
  8. Solicit and negotiate proposals/contracts for necessary repairs or services to be done to the common areas of the Property.
  9. Administrate major repair or development projects (i.e. roof repairs or replacements, landscape development, major structural repair, etc.)
  10. Coordinate tenant improvement construction projects.
  11. Advertise and prepare vacancies for showing.
  12. Prescreen potential tenants.
  13. Tenant certificate of insurance review.
  14. Vendor selection, supervision and payment utilizing a large base of qualified proven vendors with long standing relationships with First Columbia.
  15. Insurance policy review and recommendations.


Reasonable Costs

As every property is unique, ACE’s fees and services are customized depending on the size of the property, occupancy, type of building, and the amount of management services requested. Some are managed on a flat fee per month, and others have their fees based on percentage of rents.

First Columbia Property Services proven and professional methods of management, purchasing, and maintenance can often reduce the property's operating expense, thus partially offsetting the management fee. Looked at another way, the cost of one serious mistake made by unprofessional "do-it-yourself" management can be much more than the fee for the professional management.


New Client Procedures

During the first month of the contract, an evaluation will take place regarding general administrative, financial and site management procedures. The specifics are as follows:


Site Management:

  • Evaluate the current condition of the landscaping and irrigation system.
  • Evaluate the current condition of the streets, parking and driveway areas.
  • Evaluate the general maintenance of the complex. Lights, mailboxes, windows, doors, trim, asphalt, parking stalls or garages, trash containers, etc.
  • Evaluate reserves component program where available, and recommend commencement of any bid process as necessary.
  • Set up a preventive maintenance program via a project inspection.

Financial Management:

  • Program all tenant and property information into our designed data base for maintaining the accounting records. This includes building physical composition, tenant lease receivables, accounts payable, cash disbursements, budget-to-actual operating income and expense, fixed assets, journal of accounts and owner/tenant records.
  • Verify that all cash balances are accurate according to the bank statements.
  • Complete a detailed analysis of balance sheet accounts.
  • Verify the current record of owners, addresses, phone numbers and tenants where available.
  • Evaluate past due receivables and start collection procedures if necessary.
  • Establish a payment schedule for vendors.
  • Evaluate the location and availability of cash to verify acceptable cash flow amounts to allow income to cover expenses.
  • Evaluate the current budget.
  • Establish a filing system for complete organization of the Property’s records.

    • Administrative:

  • Review the Leases to ensure all cpi increases, rights of first refusal, rent increases, and options are properly reflected in the accounting and lease administration software.
  • Review current contracts and meet with all current vendors to evaluate the complex and their schedule of duties.
  • Work with legal advisor updating past due accounts, and status of any pending litigation