Property Management

Summary of Services

Leasing

• Local Market research to ensure appropriate rent rate and fees are charged for each property
• Advertising
  o Prepare professional listing for company website, Zillow, and multiple high profile online listing web sites.
  o Advertise in local newspapers / classifieds
  o Additional advertising options available as necessary / requested
• Online tenant application and screening
  o Income verification and credit check with full credit report with score
  o Pricing matrix allowing higher rent / fees / deposit based on credit score and debt to income that still meets minimum standards as a tenant
  o Background check and identity verification
  o Paid for by tenant as application fee
• Lease Preparation / Renewal
• Move in checklist completed with tenant

Tenant Communication

• Multiple Payment options available including E-check and credit card payments
• Tenant portal on website with access to needed documents including:
  o HOA rules and regulations
  o Completed move in checklist
  o Signed lease
• Maintain Tenant emergency contact information
• Handle all tenant contact / issues as agent for owner
• Send late notices via email and mail upon applying late fee once rent is late 5 days
• Mail all documents related to eviction, tenant lease violations, and other issues needing documentation of delivery via certified mail with receipt.

Owner communication

• Payment options – Mail check or ACH deposit into owner’s account for monthly net payment to owner
• Maintain reserves for repair and provide statement showing current reserve balance and additions / withdrawals for reserves
• Owner’s online Portal
  o HOA documents including Master Deed, Rules and Regulations, budget, etc
  o Copy of signed lease, management agreement, and move in checklist
  o Receipts for repairs and other expenses
  o Budgets, P&L’s, Pro Formas or other financial documents prepared for owner

Financial Reporting

• Provide information needed for taxes
  o Cash flow statement
  o Receipts for repairs, maintenance, property management fees, etc
• Maintain trust account for owners funds and tenants deposits / prepaid rent with supporting documentation / reports as required by law
  o Maintain copies of required documents for 5 years
  o Online backup of all data to prevent data loss
• Ability to run on demand reports available through property management software

HOA Communication

• Manage all needed communication with HOA
• Provide budgets, financials, and updated information as available through owner’s portal
• Coordinate needed repairs and maintenance that are Association responsibility with Association management and follow up to make sure it occurs in a timely manner.

Repairs / Expense Management

• Insurance review with agent to ensure proper coverage and minimize cost
•  Tax Value appeal assistance / process management if appropriate
• Maintain list of preferred vendors
  o HVAC, Electrical, Plumbing, Handyman / Small Job Services, Painting, Cleaning
  o Get multiple quotes as needed to ensure competitive pricing
  o Minor / simple repairs made by property management companies when possible
      -Additional fee to be negotiated for service, but more affordable than the cost of outside vendor
      -Wall patching, minor painting, replacing faucets, light fixtures, and other minor repairs
  o Secure discounts whenever possible
• Semi-annual property inspections at a minimum
  o Provide tenants with 6 air filters on semi-annual visit to promote changing monthly.

Eviction

• Handle tenant eviction including tenant correspondence, court filings, and court appearances
• Keep documentation of tenant communication needed for eviction