Technical Property Management Back Office

With our Technical Property Management Back Office, we ensure the smooth operation and value preservation of your properties. We take care of documentation maintenance, deadline tracking, budget planning, and coordination of technical services – efficient, transparent, and reliable.

1. Documentation Management

• Maintenance and updating of the existing documentation in the customer’s system:
  → Updating technical documentation, maintenance records, inspection reports;
  → The documents are provided by service providers, inspection bodies, and internal departments.
• Active support for the Technical Property Management in controlling and monitoring Facility Management in both infrastructural and technical building management:
  → Independently obtaining documents (maintenance reports, reports on infrastructural services);
  → Maintaining and monitoring the maintenance schedule;
  → Following up on overdue appointments or outstanding defect rectifications;
  → Regular reporting on the maintenance status.

2. Budget Planning (OPEX)*

→ Recording and maintaining relevant documents such as FM contracts, notices, proof of evidence;
→ Planning individual measures (e.g., maintenance, inspections, etc.);
→ Validating and updating budgets.

3. Contract and Insurance Management*

→ Concluding and managing maintenance, work, service, and insurance contracts;
→ Recording and tracking damage reports;
→ Supporting claims handling with insurance companies.

4. Recurring Testing, Inspection, and Maintenance of Systems & Equipment*

Accompanying tenders for the maintenance and inspection of technical systems:
→ Sending inquiries, obtaining and evaluating offers, conducting comparative analysis.
Tracking the elimination of identified defects & documentation:
→ Maintaining records in the customer’s system, status tracking, escalation in case of delays.

5. Repair of Systems and Equipment*

Accompanying planned and unplanned repairs:
→ Coordination with service providers & tenants;
→ Maintaining records and progress documentation;
→ Supporting the Technical Property Management in control and supervision.

6. Infrastructural Services (maintenance cleaning, glass cleaning, façade cleaning, outdoor area cleaning, etc.)*

Accompanying tenders for infrastructural services:
→ Sending requests for proposals, obtaining offers, comparative analysis;
→ Supporting the Technical Property Management in contract awarding and documentation management.

7. Managing the Service and Call Centre / Tracking Reports

→ Receiving fault and damage reports;
→ Recording and maintaining them in the ticketing system;
→ Creating work orders;
→ Reporting and analysis.

* In coordination with Technical Property Management

Your contractual partner is always IntelliWay Services GmbH, based in Hamburg. All contractual conditions are based on the German law, including our liability insurance.