Meet the company who is redefining property management!

RESPONSIBILITY MAPPING

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We still need to attach a role title to each task and distribute accordingly.

ACCOUNTING

• Logging into the bank, updating our balance, and updating the transaction list

• Marking inbound funds as collected

• Issuing receipts to residents and landlords

• Marking receipts and adding / deleting residents in RC Master

• Marking Receipts and adding / deleting residents in Quickbooks

• Marking receipts and adding / deleting residents in  Yardi

• Following up with Delinquent amounts every Monday, Wednesday, and Friday.

• Follow up with the payment plans that we create with residents and landlords on Monday, Wednesday, and Friday.

• Adding properties to Quickbooks

• Run the AR Aging schedule and provide to management at the beginning of each week

• Adding bills and expenses to Quickbooks

• Adding bills and expenses to Yardi

• Adding bills & expenses to RC Master

• Exporting an AP list and providing to AP

• Processing the payments

• Marking payments as paid on Quickbooks

• Run the AP Aging schedule and provide to management at the beginning of each week

• Answering landlord inquiries that come in via email

• Creating ad hoc invoices and sending to the recipient

• Create the leasing only reports

• Sign off on the investigations completed by the team and provided to landlords

• Create the Yardi reports

• Verify the Yardi reports

• Distribute the Yardi reports

• Send the funds to the landlords

• Pay suppliers

• Update the payments history so AP can do their thing.

• Coaching the support team throughout the treasure hunt

• Track our capital assets

• Forecasting and determining how much funds need to be sent and communicating that early and often with the team. Weekly would be ideal. Reported to the Compliance Manager every Monday.

  • “Here’s what we have expected to come in this week, here’s what’s expected to go out. Here’s our cash balance?”

  • Can we make this mandatory information that comes up in the meeting? Who knows.

** Can Ysa confirm the amounts that are to be sent and Karen actually send them? Then Karen provide a remittance to Ysabelle, then Ysabelle confirm with the bank statement at the end of the month where tf the money went.

SUPPORT

• Adding properties to Yardi & RCM

• Having the on boarding call with the landlords and collecting all of the necessary documents

  • Signed contract

  • Direct deposit form

  • Subjective preferences for the subject property

  • Maintenance requests for the subject property prior to availability

• Tracking our inventory

  • Move ins

  • Lease expiry dates

Specific Communications [To the Tenant]

• • Following up prior to move in to make sure they’re good

  • Following up on move in day to see how it went to make sure they’re good

  • Following up 90 days prior to lease expiry in regards to the 

Specific Communications [To the Landlord]

• • Pre-showing communication / application

  • Following up on move in day to let the landlord know its celebration time and when to expect their report and rent

  • Communicating with the landlords that tenants haven’t paid rent yet, what we’ve done to try and collect,  and letting them know we’re proceeding and getting started with the N4

  • Letting them know when we collected rent from the tenants with N4s

  • Letting them know when we’re proceeding to L1

  • Letting them know on the 11th if there are issues with their report and that we’re working on it, they can let us know if they have questions

  • Communicate with the landlords that are receiving late reports and what had happened

  • Sending out the rent reminders

  • Performing the treasure hunt

  • Surveys

MAINTENANCE

• Responding to the original maintenance request email + calling the resident to make sure they’re okay 

• Sending a notice to the landlord that we have received a complaint from their property

• Scheduling our handyman and communicating with the resident who made the complaint

• Sending photos of the thing that the resident was complaining about

• Following up with the handyman after their visit

• Following up with the tenant after communicating with the handyman

• Following up with the landlord after communicating with the handyman

• Reaching out to one of our preferred vendors or scheduling service to actually fix the thing

• Sending photos of the thing that got resolved

• Preparing a summary and including the photos

• Sending the summary to the landlord and letting them know when they can expect to see the charge on their statement

CONSTRUCTION CREW

• First call response after receiving the instruction from HQ

• Listening to the resident, letting them know the process and what’s going to happen next with their repair request.

• Taking photos / videos of the issue and sending it to HQ so we can make the report, share with subs, and share with the landlord so the rest of the parties involved can understand that we have a problem.

• Either fix the thing, or coordinate with the tenant and sub trade to fix the problem

• Give sub trades access, follow up to ensure work was done to spec.

• Clean the space after completed.

• Take photos after the issue is completed

LEASING

• Upload listings based on move out report

• Manage listing inquiries, FB / Zumper / Rentals.ca / OpenPhone / Yardi

• Upload Youtube videos

• Communicate application approvals and next step procedures

• Move in communications: Landlord, Tenant & Team

• Move out report

• Move out communications - Book move out inspection

• Send applications

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Document Creation and Execution

• New lease

• N1: Rent Increase

• N4: Notice to Evict for non payment of rent

• N5: Eviction notice due to 

• N11: Agreement to End Tenancy

SALES

• Generate new business in whichever way you see fit

• Post on social media

• Comment on people’s content and respond to DMs

• Respond to inquiries and answer questions from our advertisements

• Follow up on people that reached out to us to find out more information every Tuesday / the second Tuesday of every month.

COMPLIANCE & MANAGEMENT

• First step is to determine what we can do to verify, or what reports each person needs to provide in order for compliance to verify with confidence that we’re following up on our promises.

• Adding new items to the responsibility map whenever presented with Gaps

• Check in with team members for once per week to review their work and what’s going on in their lives. Asking:

  • How is their personal life going?

  • How is their life at work going?

  • How is their career development?

  • How is work feeling?

  • Is there anything where they feel like there’s too much friction?

  • How can we assist to make their role easier?

  • Follow up on the answers from last week.

  • Report the findings in a weekly meeting to upper management 

• Figure out how to reconcile the gaps between the manifesto and the results by adjusting responsibility map, the procedures, and the holding team members accountable.

• Hiring and interviewing new employees if we have gaps / team members that are leaving us and going onto additional roles.

• Strategize rewards and incentives to help achieve and exceed on our promises made in the manifesto.

• Review “My Idea Counts”

NEW CHANGES COMING DOWN THE PIPELINE

• 6 Months mechanical, roof, window, interior, and exterior in depth inspection.

• Monthly exterior property checks for debris, and outlandish lawn growth.