Administrative Services

• Respond to emergencies 24 hours/day, 7 days a week
• Respond to phone, text, email inquiries for all reasons
• Maintain office hours for public accessibility and meetings
• Maintain office legal documents, lease files organized for audit, security deposit ledgers in compliance with State requirements, past renter records, inspection reports, notices, addenda, screenings, etc.
• Maintain current database of tenant contact and financial info
• Provide any and all supporting documentation and copies to renters, credit check companies, other landlords, etc.
• Enforce rules & regulations
• Preparation of violation letters and follow-ups
• Manage complaints, remedies and tenant satisfaction
• Provide regular market research utilizing numerous sources
• Schedule, plan, advise and suggest rent increases and other lease changes
• Implement rent increases notices, options, new leases, etc.

Financial Services

• Collect rent: copy, endorse, deposit and report
• Collect other income: Manage, deposit and report
• Manage delinquencies, late payments, NSFs, fees, notices, follow up calls, mailings, etc. for accounts receivable
• Manage collections agency or court processes for major delinquencies
• Detailed monthly reporting of income, petty cash, delinquencies, etc.
• Coordinate with the owner’s accountant for the preparation of taxes and financial review and audits
• Assist owner in preparing and implementing an annual budget

Maintenance, Repair and Improvements (under $1000)

• Prepare bid specifications if needed
• Obtain qualified bids if needed
• Review bids and prepare comparisons
• Supervise on-site personnel
• Establish a preventative maintenance program
• Anticipate legal and logistical maintenance and habitability issues
• Coordinate and track inventory
• Track and Coordinate completion of maintenance and work orders
• Advise owner of potential problems and solutions
• Monitor property on a routine basis

Property Set-Up Procedures

• Inspect candidate properties as needed to assist owner in feasibility analysis
• Provide market analysis of candidate properties as needed to assist owner in feasibility analysis
• Inspect entire property and units for current condition and urgent needs
• Meet with owner(s) to devise initial management strategy, plan and general budget
• Develop initial deferred maintenance list and follow through with planning to ameliorate with respect to urgency and budget

Turn Over and Leasing

• Market research the value of apartment listings
• Design and build the advertising for a rental property
• Respond to all inquiries providing follow up as needed
• Set appointments to view, properly alert current renter
• Show the unit, pre-screen interested parties
• Accept deposits, screen applicants, create leases and new tenant packets.
• Move the new tenant in, inspect the unit, verify all documents signed, and the file is complete
• Maintain database of tenant contact information
• Determine and schedule when leases should be reviewed prior to expiration
• Manage lease renewal options to suit optimal duration and rental rate
• Process move-out notices to facilitate timely re-rental of rental property
• Schedule cleaners, blind cleaning, carpet cleaning and other basic turn over services as needed.
• Process move out report and timely refund and/or accounting of all security deposit / pet deposit / other deposit monies.
• Suggest budget-minded improvements to optimize rental income

Maintenance, Repair and Improvements (over $1000)

Same services as the “under $1000” category but in addition:

• Negotiate bids to strike an appropriate balance of price, quality and schedule with direct participation of owner as appropriate
• Strategic design and source materials as appropriate
• Direct supervision of subcontractors, vendors and suppliers
• Regular site visits to ensure quality, timeliness and adherence to plan
• Management of project schedule with respect to voluntary vacancy loss ensuring prompt re-rental of completed rental unit