Apartment Management


Leasing

  • Property marketing and advertisement:
    - Display FOR RENT/LEASE Signs
    - Local rental websites
    - Open Houses on a weekly basis
  • Comprehensive tenant screening
  • Lease negotiations
  • Lease process – initiate and sign lease agreements (leases are San Francisco specific)
  • Money collection - security deposit, first month’s rent, fees and all other charges
  • Tenant move-in and move-out procedure for unit and common areas

Tenant Relations

  • Communication and correspondence with tenants on all matters
  • Serve tenant notices
  • Process all maintenance requests from tenants – utilize a select group of contractors and maintenance personnel who are professional, reliable and reasonable
  • Sign and serve all tenancy terminations
  • Commence and execute all necessary evictions and unlawful detainer actions
  • Coordinate all legal matters with lawyers and tenants including written correspondence (additional fees may apply)
  • Coordinate and issue all annual rent increases, security deposit interests, refunds on security deposits and Rent Board Fees
  • Lease modifications and renewals

Maintenance

  • Monthly on-site visits and inspections with checklist.
  • Emergency Maintenance Service 24 hours a day, 7 days a week.
  • Maintenance Requests
    - Process maintenance requests
    - Order parts for repair or installation
    - Contact, hire and supervise all maintenance work with vendors
    - Meet with vendors at property
    - Follow up on all maintenance matters to ensure properly resolved
  • Coordinate and supervise all major repairs, improvements and alterations to the property with specialists (additional project management fees may apply depending on size and scope of project)
  • Ensure all units are rent ready upon turnover

Accounting

  • Monthly rental collection and bank deposits
  • Payment of all operating expenses pertaining to properties (including property tax, insurance and debt service payment, if owner chooses)
  • Issue monthly statements with summary of rents collected and expenses paid
  • Monthly disbursements to owner, unless otherwise directed
  • Monthly income and expense reports
  • Year-end financial summary
  • Annual operating budgets with recommendation of reserve quantities for upcoming major repairs

Maintenance

  • Monthly on-site visits and inspections with checklist.
  • Emergency maintenance service 24 hours a day, 7 days a week.
  • Maintenance requests:
    -Process all maintenance requests
    -Contact, hire and supervise all maintenance work with vendors
    -Meet with vendors at property as required
    -Follow up on all maintenance matters to ensure properly resolved
  • Renegotiation of vendor contracts to ensure pricing is always competitive.
  • Vendor screening (includes verification of insurance, license and references).
  • Ensure all building systems are current and up to code for maximum safety (includes fire alarms systems, elevators, sprinkler systems, HVAC units).
  • Annual maintenance calendar for managing certifications and timely scheduling of preventative maintenance.
  • Coordinate and manage the Reserve Study for all major building components.

Accounting

  • Monthly HOA due collections (offer online dues payment option), bank deposits and transfer of reserve funds.
  • Monthly reconciliation of account ledgers and late notices to residents past due.
  • Payment of all operating and reserve expenses, including utilities and payroll.
  • Issue monthly financial packet, including bank statements, check registers and summary reports of deposits and expenses paid -all made available on-line for easy access.
  • Coordinate with CPA to complete annual tax returns and financial reviews.
  • Finalize and distribute year-end financial summary.
  • Annual pro forma operating budget with recommendations of reserve quantities for upcoming major repairs.
  • Manage collection of delinquent up to 90 days. Coordinate with collection companies once account is 90 days past due

Resident Relations

  • Send out all building notices regarding upcoming maintenance activities/events.
  • Communicate and update owners as necessary on building matters.
  • Manage and resolve resident questions and complaints.
  • Draft and send letters to members who are in violation of CC&R’s, including timeframe for correction or, if applicable, hearing dates.
  • Compile and send annual disclosure mailings to HOA.
  • Ensure HOA is compliant with all current laws governing condominium communities.
  • Handling of delinquent accounts, emphasizing timely follow up and confidentiality.
  • Work with and provide advice to owners on how to handle neighbor disputes.
  • Coordinate all moves for the building in compliance with house operating rules and regulations.
  • Maintain homeowner information database to keep current.

Board of Directors

  • Schedule board meetings, coordinate and send out agenda.
  • Prepare and circulate Board packets.
  • Send out follow up meeting minutes.
  • Prepare to-do lists and assign timelines and people (if required) to all action items.
  • Maintain to-do list and ensure all action items are completed on time and accurately.
  • Coordinate annual elections and manage voting forum.
  • Ensure board meetings and general policies and procedures are being carried out in compliance with the Davis-Stirling Act and buildings’ governing documents.
  • Keeps BOD up to date on any new association laws or changes to current laws.
  • Make recommendations for updates to the CC&R’s, By-Laws and House Rules annually to ensure documents are compliant.
  • Maintain all corporate documents.