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Making Real-Time Decisions to Support AUM Growth with VTS

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Rubenstein Partners Logo

Asset type

Office

Portfolio size

13.5M SF

Regions

Connecticut, D.C., Florida, Georgia, Illinois, Indiana, Maryland, Massachusetts, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Virginia

Rubenstein Partners is an investment advisor for a series of private equity funds. It manages about 13.5 million square feet of office assets across the United States. Rubenstein’s Regional Directors are scattered across their key markets while the executive team is located in Philadelphia, Pennsylvania. This structure made it challenging for the entire team to stay up-to-date on the latest lease and tenant information. With AUM growing quickly, Rubenstein knew technology was the answer to this challenge but wanted to make sure the solution it adopted would be embraced by its internal teams and third-party brokers.

Some of Rubenstein's Regional Directors had already used VTS successfully and the value was clear to the executive team. This led them to implement VTS across the portfolio. The implementation has been a part of the dramatic transformation of Rubenstein’s leasing and asset management processes.

“One of the ways we’re really saving time with VTS is in our asset manager meetings. Now what we’re doing is pulling VTS up and we’re looking at live data, we’re looking at the stacking plans, we’re looking at deals. Honestly, I don’t even remember how we did that prior to having VTS.

Jonathan Jacobs, VP, Asset Management

Challenges & Roadblocks

Why Rubenstein Partners wanted a transformation of its approach to leasing and asset management

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Deal cycle times

Rubenstein’s internal teams, brokers, and capital and operating partners had more limited visibility into deal status. With some dynamic lease negotiations, it might have taken time to find the newest documents, like proposals, and determine who still needed to look at them to move deals forward. The complete Rubenstein team wasn’t always on the same page, potentially delaying deals.

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Executive meetings

In some situations, Rubenstein’s leasing meetings could be spent tracking down deal information and confirming numbers were correct, instead of having live discussions on deal terms. Once the information was confirmed, more follow-up meetings to analyze the information may have been needed. Ultimately, this made it challenging for the team to make needed decisions quickly, potentially putting deals at risk.

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Stacking plans

It took many people to manually compile Rubenstein’s paper stacking plans and the information could become outdated and inaccurate with dynamic leasing activity. Also, these documents weren’t centralized and it could be challenging for the team to get the information they needed. As a result, Rubenstein had more limited insight into a building’s current tenant-mix. This potentially delayed the development of an informed strategy for a new or existing tenant.

Solution

Transforming the leasing and asset management process at Rubenstein Partners

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Much faster leasing

Rubenstein has decreased deal cycle times across the board. With VTS, Rubenstein manages its deal information in one central platform. This gives everyone, including executives, leasing teams, and operating partners, immediate insight into where opportunities stand in the pipeline — and where they need to take action.

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Quick decisions in leasing meetings

Rubenstein is able to push the right deals forward more efficiently, reducing time spent in the proposal stage. With correct numbers at its fingertips, Rubenstein’s leasing meetings are now more productive. Executives can immediately see how deal terms compare to budgets, and decisions can be made on the spot, without the need for follow- up meetings and analyses.

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Better tenant strategies with live stacking plans

Rubenstein’s teams are able to immediately craft an informed tenant strategy when information changes. They no longer have to manually update paper stacking plans. Now, they log into VTS to see dynamic stacking plans that automatically update through VTS’ integration with their accounting system. Further, these stacking plans include all of the context needed — rents, lease terms, options, and encumbrances.

By going into VTS and looking at a proposal and being able to compare it to budget right of the bat, we can make decisions in meetings right away. We don’t need to go back and run separate analyses. It doesn’t involve multiple follow-up meetings, multiple checks on the numbers, it just makes everything very easy for us and makes us really efficient as an organization.”

Rubenstein Partners Logo

Jonathan Jacobs

VP, Asset Management

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