Property and Unit Data
Recording houses, apartments, garages, commercial units, ownership structures and relevant master data.
For owners and property companies
Commercial property administration in Germany
Optima handles commercial administration and bookkeeping tasks for foreign owners and property companies with properties in Germany. Services include property and tenant records, contract documents, rent payments, costs, service-provider coordination and owner reports.
PropertiesBuildings, apartments, commercial units
TenantsContracts, deposits, payments
BookkeepingRent, costs, open items
ReportingOwner reports
Property administration services
Tenants and Contracts
Structured filing of leases, terms, deposits, contacts, amendments and terminations.
Rent Payments and Arrears
Reconciling incoming payments, open items, the payment-reminder process and overviews for owners or partners.
Property Bookkeeping
Allocating rents, operating costs, service-provider invoices, insurance and other property costs to the books.
Service Provider Coordination
Communication with caretakers, utilities, insurers, authorities and contracted specialist firms within the scope of the mandate.
Reporting
Regular overviews of property status, payments, open matters and documents for tax advisors or management.
Property handover and ongoing administration
01
Property intake
We record the property, units, ownership structure, contracts, existing service providers and current bookkeeping setup.
02
Organise documents
Leases, invoices, notices, insurance, bank statements and service-charge documents are organised.
03
Review payments and open matters
Rent payments, open items, arrears, incoming invoices and deadlines are reconciled regularly.
04
Reports for owners and tax advisors
We assemble information on payments, costs and open matters, together with the relevant documents for owners and tax advisors.
Documents for property administration
- Basic data on property, units and owner company
- Leases, amendments, deposit information and handover reports
- Bank statements, rent payment lists and open items
- Service-provider contracts, invoices and insurance documents
- Notices, property tax, fees and municipal letters
- Existing service-charge documents and settlement data
Property records and documentation
We assign unit records, tenants, contracts, payments and documents to the relevant property. These records provide overviews for ongoing administration and bookkeeping.
The exact scope depends on the property, owner structure and agreed responsibilities. Legal tenancy disputes and tax advice are handled through licensed partners.