QUESTION 3

a) the board of valuers, appraisers, estate agents and property managers has set 11 standards for
managing property in malaysia. with reference to the guidelines, outline the maintenance
management. 9 marks.

Planning: A well-planned maintenance management program is critical to ensure that properties are
well-maintained and that potential problems are identified and addressed in a timely manner. This
includes preparing a maintenance schedule, determining the resources required, and setting a budget
for maintenance activities.

Budgeting: A proper budget must be set for maintenance activities to ensure that the necessary
resources are available. This includes budgeting for materials, labor, and equipment needed for the
maintenance activities.

Maintenance activities: A wide range of maintenance activities should be performed to keep the
property in good condition. These activities may include routine cleaning and inspection, repair and
replacement of damaged or worn components, and preventative maintenance activities.

Record Keeping: Proper record keeping is essential to ensure that maintenance activities are properly
documented and tracked. This includes recording the date of each maintenance activity, the name of
the person who performed the activity, and the cost of the activity.

Contractor Management: Contractor management is a critical component of maintenance

management. Contractors should be selected based on their experience, skill, and ability to deliver high-
quality work. Contracts should be well-written and include clear expectations and obligations.

Safety Management: Safety management is an important part of maintenance management. All

maintenance activities should be performed in a safe manner to protect the workers, tenants, and
visitors of the property. This includes providing appropriate training, equipment, and personal
protective equipment to workers.

Environmental Management: Environmental management is also an important part of maintenance

management. All maintenance activities should be performed in an environmentally responsible manner
to minimize the impact on the environment.

Communication: Effective communication is critical to the success of maintenance management.

Communication between the property manager, tenants, contractors, and other stakeholders should be
well-organized and regular.

Monitoring and Evaluation: Monitoring and evaluation are important components of maintenance
management. Regular inspections should be performed to ensure that the property is in good condition
and that maintenance activities are being performed as planned. The results of these inspections should
be used to make improvements to the maintenance program.
b) financial management

Budgeting and Forecasting: Property managers are required to prepare an annual budget for the
property and to forecast future financial performance. This helps to ensure that sufficient resources are
available to meet the property's needs and to identify potential financial risks.

Record Keeping: Property managers must keep accurate and up-to-date financial records, including
income and expenditure, to ensure that financial performance can be monitored and evaluated.

Financial Reporting: Property managers must produce regular financial reports for the property owner,
which provide information on the financial performance of the property, including income and
expenditure, assets, liabilities and cash flow.

Investment Planning: Property managers are required to provide advice on investment planning and to
identify opportunities for improving the financial performance of the property. This may include the
identification of investment opportunities, such as property upgrades or the development of new
revenue streams.

Cost Control: Property managers must ensure that costs are kept under control and that cost savings are
identified and implemented wherever possible. This includes managing expenses related to
maintenance and repair, as well as utilities, insurance and taxes.

Revenue Generation: Property managers must identify and implement opportunities to generate
additional revenue from the property, such as rental income, service charges and car parking fees.

Debt Management: Property managers must monitor debt levels and ensure that debt is managed
effectively, to avoid over-leveraging the property and to maintain its financial stability.

Insurance and Risk Management: Property managers must arrange appropriate insurance cover for the
property and to manage risks associated with the property, such as fire, theft and damage.

Tax Planning: Property managers must advise the property owner on tax planning, to minimize tax
liability and to ensure that taxes are paid on time.

In conclusion, the guidelines set by the Board of Valuers, Appraisers, Estate Agents and Property
Managers provide a comprehensive framework for financial management in property management in
Malaysia. Property managers must implement these standards to ensure that the property is managed
in a financially responsible and sustainable manner.
c) facilities management

Upkeep and Cleaning: The facilities management must ensure that the property is kept in a clean and
tidy condition at all times. This includes regular cleaning and maintenance of common areas, hallways,
elevators, and restrooms.

Fire Safety: Fire safety is a critical aspect of property management in Malaysia. The facilities
management must ensure that all fire safety systems and equipment are properly installed, tested, and
maintained to prevent any fire incidents.

Health and Occupational Safety: The facilities management must prioritize the health and safety of all
tenants and employees by ensuring that the property is free from hazardous materials and that all
necessary health and safety measures are in place.

Mechanical & Electrical Facilities and Services: The facilities management must ensure that all
mechanical and electrical systems are in good working order and that any necessary repairs and
maintenance are performed in a timely manner.

Maintenance: The facilities management must ensure that regular maintenance is carried out to keep
the property in good condition and prevent any damage or deterioration. This includes regular
inspections, repairs, and upgrades to the building's infrastructure and systems.

Testing and Inspections: The facilities management must carry out regular tests and inspections of all
systems and equipment to ensure that they are in good working order and to prevent any potential
hazards.

Operation of Facilities: The facilities management must ensure that all facilities are operated in a safe
and efficient manner and that any necessary repairs and maintenance are carried out promptly.

Security, Surveillance and Safety: The facilities management must ensure that the property is secure
and that all tenants and employees are protected from any potential harm. This includes installing
security systems and conducting regular security checks.

Space Allocation and Changes: The facilities management must manage the allocation of space within
the property and ensure that any changes to the space are carried out in accordance with the property's
regulations.

Tender Process: The facilities management must follow a transparent tender process for any works or
services to be carried out within the property, to ensure that the best value for money is achieved.

Tenancy and Lease Management: The facilities management must manage the tenancy and lease
agreements for the property and ensure that all tenants comply with the terms and conditions of their
lease agreements. This includes collecting rent and managing any disputes that may arise.
QUESTION 4

your organization is not happy with the present shopping complex occupancy rate of only 50%. you
are instructed to take a proactive role in marketing the vacant units. outline your detailed plan on
increasing the income through short term and long term space rental. 25 marks.

Short-term Space Rental:

a. Utilize Online Platforms: Utilize popular online platforms such as Airbnb and Booking.com to market
the vacant units for short-term stays.

b. Offer Attractive Rates: Offer attractive rates for short-term stays to attract more guests. Offer
discounts for long-term stays and for returning guests.

c. Offer Amenities: Offer amenities such as free Wi-Fi, parking, and in-room facilities to make the units
more appealing to guests.

d. Partner with Local Tourist Attractions: Partner with local tourist attractions to offer packages that
include accommodation in the complex.

Long-term Space Rental:

a. Market to Local Businesses: Market the vacant units to local businesses as office space or retail
space. Offer flexible lease options to attract businesses.

b. Offer Competitive Rent: Offer competitive rent rates to attract businesses to rent space in the
complex.

c. Partner with Local Business Associations: Partner with local business associations to promote the
complex as a suitable location for businesses.

d. Offer Incentives: Offer incentives such as free rent for the first month, reduced rent for a certain
period, or a rent-free period for businesses who sign a long-term lease.

Upgrades and Renovations:

a. Upgrade Common Areas: Upgrade common areas such as the lobby, restrooms, and elevators to
make the complex more appealing to guests and businesses.

b. Renovate Vacant Units: Renovate vacant units to make them more appealing and attractive to
potential tenants. Offer a rent-free period to incentivize tenants to sign a long-term lease.
Advertising Campaigns:

a. Social Media Advertising: Utilize social media platforms such as Facebook, Instagram, and Twitter to
promote the complex and its available units.

b. Print Advertising: Place print ads in local newspapers, magazines, and directories to reach a wider
audience.

c. Billboard Advertising: Place billboard ads in high-traffic areas to promote the complex and its
available units.

Host Events:

a. Open House: Host an open house event to showcase the vacant units and promote the complex to
potential tenants.

b. Networking Events: Host networking events for local businesses to promote the complex as a suitable
location for businesses.

Community Outreach:

a. Partner with Local Charities: Partner with local charities to host events and activities in the complex.
This will increase exposure and attract potential tenants.

b. Offer Community Workshops: Offer community workshops and classes in the complex to attract
potential tenants and promote the complex as a community hub.

Monitoring and Evaluation:

a. Regular Monitoring: Regularly monitor the occupancy rate and income generated from the rental of
the vacant units.

b. Evaluate Results: Evaluate the results of the marketing strategies and make any necessary changes to
improve the occupancy rate and increase income.

In conclusion, by implementing these strategies, we aim to increase the occupancy rate of the shopping
complex and increase the income generated from short-term and long-term space rental.