Kairos

Australia’s Most Intelligent Asset Registers

Asset data capture for retail, distribution and commercial property

Understand what assets are on site, what needs attention and what to budget for maintenance and replacement.

Retail and commercial portfolios bring together building services, refrigeration, loading equipment and assets maintained by different owners, tenants and contractors. Incomplete registers and inconsistent condition reports make it harder to price maintenance, compare sites and plan investment.

Kairos provides asset data capture, condition assessments, lifecycle planning and Essential Safety Measures audits for retailers, logistics operators, manufacturers and property owners. Our trade-qualified auditors work around trading and live operations, with data structured for the maintenance system you use.

Discuss your portfolio
Shoppers walking along a shopping strip under an awning

A reliable baseline for maintenance and investment

A maintenance contract needs a clear account of the assets it covers. A capital forecast needs evidence of their condition, remaining life and likely replacement cost.

We check what is installed against your existing records and identify missing assets, duplicate entries and incorrect information. Condition assessments and costed recommendations then help your team distinguish immediate repairs from planned renewal.

Asset services for retail and commercial portfolios

Asset data capture and register reconciliation

Build a register from site evidence or verify the records you already hold. We capture asset identifiers, locations, classifications and agreed technical attributes using your hierarchy and naming conventions.

Linked photographs and QR or barcode labels help maintenance teams identify the right equipment. Assets that cannot be sighted are recorded separately, with any assumptions and verification needs made clear.

Building and asset condition assessments

Assess building fabric and plant against a consistent condition scale across your portfolio. Findings link defects to identifiable assets or building elements, with photographs, recommended actions and priorities.

We agree the assessment method and calibrate ratings through a representative pilot before the wider programme. Urgent safety findings are escalated to your nominated contact as they are identified.

Lifecycle and capital planning

Turn condition findings into a costed programme of maintenance and replacement. Forecasts set out recommended work, timing, remaining life and the assumptions behind the estimates.

Essential Safety Measures

Kairos audits essential safety measures and reviews the relevant maintenance records. The agreed scope can cover fire doors, exits, emergency lighting and fire protection systems, with defects and evidence gaps identified for follow-up.

Before fieldwork, we clarify the reporting requirements and the responsibilities for testing, servicing and statutory certification.

Aerial view of a distribution centre with trucks at the loading docks

Planned around trading and live operations

Inspections need to account for customers, deliveries, forklift movements and access to operating plant. We agree the inspection sequence and access arrangements with your site contacts before attendance.

Store visits are scheduled around trading requirements. Distribution centre inspections follow site inductions, traffic rules and the PPE requirements for each zone, including chilled and freezer areas.

Plant rooms, roofs and other controlled areas are accessed with authorised staff. The handover identifies areas we could not inspect, why access was restricted and what remains to be verified.

Support for different property and operating environments

  1. Retail stores and shopping precincts

    A common data structure and assessment method help portfolio teams compare sites and consolidate maintenance needs.

    We agree the boundary between landlord, tenant and shared assets before capture. This keeps the register focused on the equipment your team owns, maintains or needs to plan for.

  2. Distribution centres and logistics sites

    Building services, refrigeration and loading equipment need clear locations and relationships within the register.

    Materials handling equipment and automation are included where specifically agreed.

  3. Industrial and manufacturing sites

    The level of detail needs to reflect how equipment is maintained. Production plant can be recorded to component level, linking motors, belts, gearboxes and variable speed drives to the conveyor or line they serve.

    We agree which production assets, building services and site infrastructure are included before fieldwork.

  4. Commercial property owners and funds

    Consistent condition evidence helps asset managers compare properties and explain capital requirements.

    We distinguish immediate defects, planned maintenance and longer-term replacement, with costs and assumptions recorded so property and finance teams can review the basis for each recommendation.

Data built for your maintenance system

We map your location hierarchy, asset classes, naming conventions, mandatory fields and import templates before going to site. Where required, capture can follow VBIS building asset naming conventions.

Auditors use Audify for field capture, including at sites without reliable internet access. Field validation and subsequent quality review check completeness, naming consistency, condition ratings and photograph links.

You review a pilot dataset before wider capture. Import responsibilities, photograph handling and any test load are agreed with your system team before handover.

Assets covered

Coverage is agreed to suit your sites, maintenance responsibilities and reporting needs.

Specialist inspection, testing and certification requirements are defined separately. Asset capture records the equipment and agreed condition observations; refrigeration servicing, racking certification and other specialist work require their own scope.

Building fabric and external areas

  • Roofs and gutters
  • Walls and doors
  • Ceilings and finishes
  • Amenities
  • Dock aprons and car parks

Refrigeration and cold chain

  • Display cases
  • Cool rooms and freezer rooms
  • Condensing units and chillers
  • Associated equipment

Mechanical and hydraulic services

  • Heating, cooling and ventilation
  • Pumps and hot water
  • Backflow prevention
  • Trade waste systems

Electrical and fire services

  • Switchboards and generators
  • UPS
  • Lighting and solar
  • Emergency lighting
  • Fire detection and suppression systems

Loading and access equipment

  • Dock levellers and dock shelters
  • Roller doors and high-speed doors
  • Boom gates
  • Lifts and automatic doors

Production and process equipment

  • Conveyors
  • Production lines
  • Associated components

Where included.

What you receive

Depending on the services commissioned, the handover can include:

A verified asset register in editable and system-import formats

Condition ratings supported by linked photographs

A defect register with recommended actions, priorities and indicative costs

A 10-year maintenance and renewal forecast with stated assumptions

ESM findings and maintenance-record gaps

A reconciliation against your existing records

A record of unsighted assets, access restrictions and outstanding verification

The outputs give your facilities, property and finance teams a common basis for reviewing maintenance needs and planned expenditure.

Questions about retail and commercial asset audits

Can inspections take place while our sites operate?

Yes, where suitable access can be arranged. We plan visits around trading, deliveries and site activity, using out-of-hours windows where needed. Distribution centre inspections follow the site’s induction, traffic and access requirements.

Can you capture only the assets we maintain?

Yes. We agree ownership and maintenance responsibilities before fieldwork, including landlord, tenant and shared assets. The register can record those responsibilities where required.

Can you include refrigeration, dock equipment and automation?

Yes, within the agreed scope. We establish the equipment coverage and level of detail before mobilisation, including whether materials handling, automation, racking or production plant is included.

Can the audit support a 10-year capital forecast?

Yes. We use condition findings, estimated remaining life and replacement-cost assumptions to prepare a forecast. The report explains the basis of the estimates so your team can review priorities and allowances.

Can you prepare data for Maximo or another maintenance system?

Yes. We agree the hierarchy, required fields and import format with your team, then validate the structure through a pilot. We also clarify who will load the data and resolve any import issues.

Some organisations we have worked with

  • Woolworths
  • Coles
  • ISPT
  • Charter Hall
  • FedEx
  • Team Global Express
  • DuluxGroup
  • ASSA ABLOY
  • Funlab
  • Prahran Market

Discuss your portfolio

Mobilising a maintenance contract, preparing a capital forecast or improving asset records across your sites?

Tell us about your portfolio, existing information and the decision or deadline the work needs to support. We will help define the scope, deliverables and inspection programme.

Call 1300 212 177 or complete the enquiry form below.