A State Government Health Service with approximately 50 leased properties across multiple locations relied on these spaces to provide both offices and essential medical and community health and services. Managing such a large and complex lease portfolio required careful coordination, but internal teams found it challenging to keep up with lease obligations and critical dates alongside their core responsibilities.
Challenges
Before engaging our lease administration services, our client faced the below challenges:
- Lack of centralised lease data -making it difficult to track critical dates and financial commitments.
- Delayed lease renewals – resulting in lease expirations, loss of preferred locations, and rushed decisions.
- Budget overruns – caused by unexpected rent increases and missed cost-saving opportunities.
- Limited visibility into portfolio performance – making strategic planning difficult.
Our Solution
We provided a comprehensive lease administration system that addressed this challenges by:
- Implementing a Centralised Lease Database – A single platform storing all lease details and documentation for easy access and tracking.
- Automating Critical Date Alerts – Early notifications for renewals, rent reviews, and break clauses, reducing last-minute decisions.
- Financial Oversight & Optimisation – Regular audits to identify opportunities for cost reduction and improved budgeting.
- Portfolio Reporting & Strategic Insights – Tailored reports to assist leadership with planning and compliance.
Results & Impact
- 100% on-time lease renewals, preventing disruptions to healthcare services.
- Substantial cost savings through lease negotiations, renegotiations and elimination of unnecessary leases.
- Enhanced compliance of individual properties with government policies.
- Greater operational efficiency, enabling the internal team to focus on the bigger picture rather than day to day lease management.
By centralising lease management and implementing proactive administration strategies, we transformed the client’s approach to leasing—ensuring financial stability, security of tenure, compliance, to allow uninterrupted healthcare services for the community.