Property Management (What to Offshore)
How to off-shore certain activities. Activity list breakdown created by our PM team for internal use (sorry for the editing errors)
List of activities done by property management:
Done in person:
In-person Showings
· walk vacant units with prospects, includes all common areas
Move-ins
· walk units with a new tenant, make sure the unit is in good condition
Move-outs
· walk unit with the current tenant, collect keys and inspect the unit before move out
Unit turns
· Inspect unit for repairs for future tenant
Evictions
· meet with sheriffs to evict a tenant
Done virtually
Showings
· Follow up with prospects after showings
Approve applications
· run credit
· Review application and request for needed or missing information
Verifications (checks that all documents are uploaded)
· verify income & rental history for 2 years
· Run ID verification (Checkpoint)
· Person search (idiCore)
· Business search
Phone calls
· Email & Text leads
· Conduct showings as needed
Leads - New and Cold
· Follow up via email & text
· Remarket old leads
Advertising//AppFolio/Apts.com/Zillow
· Marketing/Instagram/Facebook
· Craigslist post ads for all vacancies
· Provide Vijay marketing information for websites
· Overseeing marketing
Start & turn off services
· Call LADWP to start services after a tenant moves out
· Call LADWP to make sure services are not under our name after a tenant moves in
Organizing maintenance requests
· Contact vendors for maintenance requests from residents
· Arrange maintenance requests with resident and vendor
· Contact vendors for supplies
Collections
· Collect minol payments
· Collect unpaid balances from current and moved-out tenants
Contact housing
· Contact housing for section 8/low-income payments or applications
Reports
· Email prospect source tracking report for weekly updates (Wednesdays)
· Email investors weekly prospect reports and brief summary of properties (Fridays)
Section 1: Activities that can be done virtually.
Respond to all calls text emails from residents (daily) Emergencies and weekends
Run credit reports/ approved rental applications- email leasing team results/ all communication with leasing team
Review work orders submitted by residents
Respond to rental leads calls/ text/emails and send to leasing team
Contact tenants who submit work orders to confirm receipt
Looking for new vendors when current vendors are not available/ too expensive or not doing a good job
Asses/ troubleshoot maintenance issues over the phone when possible (electrical/appliances/ Ac)
Schedule with vendors for services-pest control/appliances/plumbing/electrical etc.
Coordinate with available handyman times and dates of availability to do non-emergency maintenance/repairs
Text handyman repair list prior to going to buildings based on work orders received
Coordinate with residents’ entry or reschedule entry for repairs (time consuming)
Respond to calls/texts from handyman/vendors while work is being done at properties (issues such as resident is not home, materials needed, extra work, repair status or unable to repair etc.)
Close all completed work orders in AppFolio based on paid invoices
Accounts payables- review and approve all property management invoices and email to bookkeeping for payment (maintenance, gardener, Home Depot, Sherwin Williams, cleaning, appliances repairs, AC vendors, painters, leasing advertisement, pest control, leasing agents, locksmith etc.
Follow up on past due payments to vendors
Schedule and vendors for unit turn repairs-send list of repairs
Respond to all residents and prospects issues via phone/email or text
Complete move in process in AppFolio- make lease, update ledger charges/credits/receipts
Lease renewal process through AppFolio
Send delinquent past tenants to collections (as needed)
Review/Adjust ledgers weekly or as needed (credits/charges/ concessions/sec 8 etc)
Revise/update lease sections and make lease changes or addendums as needed
Onboard new owners’ information for new properties
Onboard new bank accounts for new properties
Add new property profile in AppFolio
Create unit types in AppFolio and add all units and rents for new buildings
Complete move out process in AppFolio update all pictures from walk throughs
Land use reporting for low-income units
Create profile for low-income unit in AppFolio and upload documents
Review documents submitted by prospects prior to move ins
Review move-in details emails prior to move ins
Process security deposit refunds in AppFolio and forward to bookkeeping for processing
Process holding deposit refunds in AppFolio and forward to bookkeeping for processing
Adverse action letters on denied applicants
Oversee rent collections
Update weekly meeting report (delinquency rent/collections)
Weekly meeting (Monday/Friday)
Follow up on rent delinquent residents
Order of special-order items or appliances such as doors, window locks, faucet sprayers, closet doors and appliances when needed
Over the phone payment for Home Depot /Sherwin Williams purchases.
Notify all residents of parking/trash and other issues within the buildings
Calling for legal help/advise and putting documents together prior to submitting for Evictions and follow up on status
Oversee the minol/utilities/trash process
@ArtemTepler
Schon Tepler Partners
Section 2: Activities that need to be done in person.
Move ins
Pre-move out inspections
Property inspections for insurance company or refi purposes
Sheriff's lockouts- evictions
Make key copies for new residents and program clickers
Deliver replacement keys to tenants who lost theirs
Open doors to residents who lock themselves out
Go to property (when able) to troubleshoot when gates breakdown and vendor is not available for immediate repairs
Attend to all emergencies in person flood/blood/fire
City/ housing and health department inspections
Serve and post all entry notices and legal notices to residents
Move out inspections
Unit turn walkthroughs for repairs
Program intercoms
Check completed unit Turns (for quality work and do a final walkthrough before move in)
Meet vendors at properties for access to units or estimates or new building services (gardeners, cleaners, handyman, Painters, welder, vendors etc.)
Break-ins/vandalism/ check surveillance
Weekly Property visits for curb appeal/exterior/interior/common areas of building issues
New building unit’s walkthrough inspections, lockbox, and signs etc.-
Preventative maintenance process- walk all units and exterior/hallways/ roof and roof decks and coordinate access to all vendors for repairs or systems checks.
Building sale transition process- inspecting buildings with new owners/managers/ sending all rent rolls, vendor info, explaining utilities, surveillance system and other info they might need.
Collecting rents in person from newly acquired properties and follow up several times in person for move out status and key collection. (Occasionally deliver notices)