About Kingsmede

Kingsmede is a premier property investment company, specializing in high-quality office and warehouse spaces across New South Wales and Queensland. With 30 buildings under management, the company is committed to delivering outstanding tenant experiences while ensuring optimal operational efficiency and financial accuracy.

Kingsmede sought a digital solution to streamline operations, enhance compliance management, and improve financial controls across its portfolio. Facilio's Connected CMMS platform provided the necessary tools to drive greater efficiency, transparency, and performance in their facility management processes.

Challenges Kingsmede Faced

As Kingsmede scaled its property portfolio, operational inefficiencies began to surface across its buildings. Teams were juggling disconnected tools for managing work orders, approvals, tenant interactions, and vendor documentation, causing bottlenecks and inconsistent service quality.

Manual compliance tracking left the business exposed to regulatory risks, while spreadsheets and email trails made collaboration time-consuming and error prone. Finance teams also struggled to extract maintenance and lease data from scattered systems, often leading to reconciliation delays. These fragmented processes not only slowed down decision-making but also impacted tenant satisfaction and financial precision.

How Kingsmede Transformed Operations with Facilio

To break free from these silos, Kingsmede partnered with Facilio to establish a single connected system of record for property operations. In one platform, they gained real-time visibility across 30 buildings, centralized vendor and maintenance data, and introduced automated workflows for compliance, communication, and cost tracking. Teams now operate in sync across functions, from asset managers and engineers to finance and vendor partners, driven by a shared interface that unifies operations, eliminates redundancies, and accelerates issue resolution.

Solution Highlights

Centralized Control Tower for Multi-Site FM Operations

Before Facilio, Kingsmede relied on disparate systems to track work orders, tenant requests, and approvals, making visibility across its 30 buildings difficult. With Facilio’s centralized dashboard, the operations team now manages everything from one unified interface. Real-time updates on task status, team assignments, and SLA timelines allow managers to prioritize faster, resolve bottlenecks, and eliminate delays in service delivery. Teams no longer lose time jumping between tools or chasing updates.

Automated Compliance Tracking for Vendor Risk Mitigation

Manually tracking certifications, inductions, and insurance policies left Kingsmede vulnerable to costly oversights. Facilio introduced automated workflows that monitor expiration dates, flag at-risk vendors, and block non-compliant contractors from receiving new work orders. Renewal alerts are sent in advance, and all records are stored digitally, ensuring no gaps in audit readiness and full accountability across the vendor network.

Real-Time Financial Reconciliation with Integrated Cost Management

Extracting cost data from spreadsheets created friction between operations and finance. Now, with Facilio’s real-time integration to Kingsmede’s finance stack, maintenance expenses and lease charges are captured and categorized automatically. This eliminates reconciliation delays and allows finance teams to generate accurate, up-to-date reports without manual intervention or double data entry.

Self-Service Tenant Portal for Transparent Communication

Emails and phone calls used to be the default for tenant interactions, but this method often led to miscommunication and limited visibility. With Facilio’s tenant portal, residents can now log service requests, track resolution progress, and receive real-time notifications, all from a single platform. This not only reduces back-and-forth coordination but also builds transparency and trust between Kingsmede and its tenants.

Vendor Access to Work Orders for Faster Fulfilment

Facilio’s vendor interface has transformed how Kingsmede collaborates with external partners. Vendors receive direct access to assigned work orders, complete with task checklists, asset details, and resolution deadlines. This digitized process ensures vendors have everything they need upfront, cutting down on calls, clarifying responsibilities, and accelerating resolution times across the board.

Impact

• End-to-end operational visibility achieved across 30 buildings through a unified CMMS platform
• Faster task completion and issue resolution enabled by centralized work order management
• Improved vendor compliance through automated tracking of certifications, insurance, and inductions
• Enhanced tenant satisfaction with real-time service updates via a self-service portal
• Stronger financial control through automated cost tracking and seamless integration with finance systems