Property Risk Management
Network Pacific Real Estate Pty Ltd can provide a complete professional management system for Essential Safety Measure compliance without undue burden on your own resources thereby allowing you to concentrate on your core business activities.
Our professionally trained team make it a priority to keep up to date with current legislation and Australian Standard maintenance requirements that may impact on your site. You will be kept informed of any legislative changes or requirements as they arise to minimise risk exposure.
The auditors that Network Pacific engage are qualified and certified Essential Service Maintenance (ESM) auditors and the business systems used are specifically designed for ESM compliance management and are quality accredited to JAZ-ANZ, which applies to all of the audit and inspection services.
The Compliance Process
Network Pacific administers a 3-stage process to meet legislative requirements. This process provides a prompt resolution of any non-compliant issues that are identified in the initial audit and ongoing compliance management strategy once compliance is achieved.
Stage 1) Essential Safety Measures Audit and Report Manual
Network Pacific employs a robust audit and inspection methodology to ensure quality outcomes in order to minimise your risk exposure.
The auditors will conduct an on-site Audit and prepare a report identifying:
- A comprehensive list of all ESM items at the site.
- Any exposure to ESM non-compliance with explanations as to why the items are non-compliant and provide solutions to resolve the non-compliant issues.
- All of the contractors used for maintenance and repairs of ESM equipment work in conjunction with the client.
If the site is found to be ESM compliant, we will issue a Compliance Form that is a requirement of state legislation and your local council who enforce the legislation. If the site is ESM non-compliant, a status report is provided detailing the exact situation of all ESM items at the site and the proposed course of action to make each item compliant.
Stage 2) Resolution of outstanding issues from the Audit Report to achieve compliance
Stage 2 is required to achieve ESM compliance certification through the resolution of outstanding issues identified in the Audit Report from Stage 1.
During the Stage 2 process, Network Pacific can carry out the following tasks on behalf of the client:
- Recommendations of suitable "Quality Assured Contractors" that can undertake the scope of works defined in relation to meeting ESM requirements in accordance with the required legislative and Australian Standards.
- Seek competitive quotes for your organisation from "Quality Assured Contractors" to resolve non-compliant items.
- Utilise a site specific database to manage all the ESM items in a timely manner for annual compliance certification.
- Manage the status of the issues so that nothing is overlooked that would prohibit the issuing of compliance certification as soon as the site is compliant.
- Provide advice on possible opportunities to reduce cost by rationalising the quantity of contractors and the services provided.
Stage 3) Implementation of the Ongoing Control and Annual Certification of ESM Compliance
Once the site has been made compliant by the implementation of Stage 2, Network Pacific provides a management programme to maintain this compliance and also provides ongoing annual Compliance Certification to the current legislation.
The programme is comprised of:
- Implementation of the Network Pacific Compliance Management System to maintain ongoing compliance and annual ESM certification management.
- Create and manage a site-specific database of all ESM items and contractors required to maintain these services for your sites
- Conduct quarterly site inspections to meet applicable legislative requirements and to monitor non-compliant issues and report to the client representative on the status of these issues.
- Monitor ESM maintenance and testing regimes of the servicing contractors to ensure that an effective regime is in place.
- Seek annual certification documentation from all contractors and maintain an auditable document trail of these documents.
- Provide quarterly reports to your single nominated representative or publish these reports on the Internet for your retrieval.
- Provide ongoing annual certification for compliant sites.
- Provide a client reminder service where non-compliant items remain un-actioned after a reasonable period.
Operational Support, Contractor Co-Ordination & Reporting
Network Pacific can provide an Australian developed product that offers a unique software solution to meet the ever-increasing demands of property and facility management services through our call centre.
The call centre utilises a "closed loop" function that maintains a logical "step by step" tracking process of all service requests from inception to a satisfactory completion. The methodical management and control of all payment approvals from point of service request origin to final approval and payment, ensures that client funds and expenditure is audited for 100% accuracy.
The call centre provides a dedicated 24 x 7 service 365 days a year to receive and action property service requests and provides clients with a dedicated 1300 phone number.
The service includes management of comprehensive site details for the property portfolio via the call centre database. This includes site-specific instructions unique to each property for the purpose of logging and authorising work order requests. Site information is routinely updated where details change.
Service calls may be logged online using an internet connection from the client's website, email, telephone, or fax transmission.
The call centre guarantees 100% closure on all service requests and email notification is sent to the caller confirming job dispatch and closure.
Call priorities will be established in consultation with the client for low, medium and high priority calls, providing clarity to staff for rating of calls. This is particularly important for managing O H & S incidents that are Statutory Compliance related.
Budget Control, Expenditure Controls and Tracking
All service calls up to a predetermined expenditure level can be managed without further reference beyond Network Pacific. Higher cost requests above various agreed thresholds can be escalated to various nominated personnel within your organisation to meet their delegated expenditure approval levels.
Expenditure and Budget Reporting
Our system provides monthly expenditure reports against each budget category for each property. As a minimum reporting function, Network Pacific provides monthly expenditure reporting for PCA GL coding on a property-by-property basis, where there is no existing budget information available.
Contractor & Accounts Performance Management
Contractor response times and closure of work orders on completion of works are managed closely. Contractor invoicing must be received in a prescribed time period following completion of a work order to ensure they are paid promptly or at all.
All invoices raised by the contractors' for completed work orders are received by Network Pacific and reconciled through a three-tiered process to ensure the accuracy and validity of each work order payment.
- Once the invoice is received by Network Pacific, it is checked for billing details and accuracy.
- Each work order is invoiced separately and is checked against the original work request on two levels, initially by the Call Centre operator to ensure the invoice accurately reflects to original work order.
- Final sign off on the work order expenditure is completed by the Network Pacific - Client Contract Manager.
Occupational Health & Safety Audit (OH&S)
Our O H & S audit process identifies and addresses the areas and topics of risk that are most commonly encountered by property owners and the occupants (including the general public) in commercial property.
The O H & S audit will address the following areas of property and workplace hazards;
- Identification of foreseeable hazards to site access and egress
- Identification of foreseeable hazards in using the site
- Identification of fall hazards, slip and trip hazards
- Plant and equipment is maintained in a safe condition
- Identification of hazardous or dangerous substances on the premises
- Identification of the requirement for access above 2 metres on site
- Review of the provisions for disabled access to the premises
Please contact our office by email info@networkpacific.com.au or phone 03 9816 4722 to discuss your Property Risk Management requirements.