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Sample Results and Process
Management Processes
✅
Category
Name
Mgr
Type
Order
Created Time
Personal
Description
1
Move-In
Scan Lease File
Property Mgr
TL
MI8
12/18/2021
Scan file and driver’s license and attach to customer file in Rent Manager
2
Move-In
Lease File Check
Property Mgr
TL
MI6
12/18/2021
Check customer File, File when complete
3
Move-In
UTILITIES: Cancel
Property Mgr
TL
MI10
12/18/2021
Cancel utilities
4
Move-In
Lease Signing
Property Mgr
TL
MI2
12/18/2021
Prepare Forms, Sign and collect deposit, and rent
5
Move-In
Deposit
Property Mgr
TL
MI1
12/18/2021
Collect Deposit
6
Move-In
Coop Lease Commissions
Property Mgr
TL
MI3
12/18/2021
Please put cooperating agent information, use the SI for billing Pay broker, attach W9, zipform broker commission
7
Move-In
Welcome Letter
Property Mgr
TL
MI9
12/18/2021
Send welcome letter
8
Move-In
Remove Sign/Lockbox
Operations Manager
Property Mgr
TL
MI13
12/18/2021
Remove sign/lockbox
9
Move-In
Lease File
Property Mgr
TL
MI5
12/18/2021
Turn in complete file with checklest
10
Move-In
Customer Set Up
Property Mgr
TL
MI7
12/18/2021
Change prospect into customer, complete Rent Manager setup and fields, including
11
Move-In
DFW Lease Commissions
Property Mgr
TL
MI4
12/18/2021
Bill owner for lease
12
Move-In
Move In Keys Rcvd
Operations Manager
Property Mgr
TL
MI12
12/18/2021
Keys Rcvd
13
Move Out
Pre-inspection
Property Mgr
TL
MO6
12/18/2021
Pre-inspect, Sign, Lockbox, Start Marketing Process if possible or charge tenant fee. In needed give names of contractors to tenant
14
Move Out
Pictures/Sign
Operations Manager
Property Mgr
TL
MO7
12/18/2021
Put out sign, take pictures
15
Move Out
UTILITY: Electric
Property Mgr
TL
MO4
12/18/2021
Electric on as of move out date
16
Move Out
Process tenant deposit refund
Property Mgr
TL
IMR6
12/18/2021
Process tenant deposit refund
17
Move Out
UTILITY: Water
Property Mgr
TL
MO5
12/18/2021
Water on as of move out date
18
Move Out
Resident Move Out Charges
Property Mgr
TL
IMR5
12/18/2021
Enter Tenant Charges and Invoice Tenant (Tenant Charge List)
19
Move Out
Web Marketing
Property Mgr
TL
MO9
12/18/2021
List property on Website, Syndicate, Craigslist
20
Move Out
Owner Move Out Notice
Property Mgr
TL
MO3
12/18/2021
Send owner notification of move-out notice
21
Move Out
Close File
Property Mgr
TL
IMR7
12/18/2021
Remove file and make inactive
22
Move Out
Move Out Instructions
Property Mgr
TL
MO2
12/18/2021
Send move out instructions
23
Move Out
Notice
Property Mgr
TL
MO!
12/18/2021
Notice received - Create MO project, Create IMR Project as of MO date,
24
Move Out
MLS/CSS
Property Mgr
TL
MO8
12/18/2021
List property on MLS, CSS
25
Admin
Lease Renewal Billing
Property Mgr
TL
R19
12/18/2021
Get copies of lease renewals and expiration report from Sam, Change rent amount in Rent Manager
26
Admin
Renewal Followup
Property Mgr
TL
R20
12/18/2021
When returned, confirm rent amount in Rent Manager and change date, verify tenant information, Add to tenant file, scan into RM
27
Admin
Eviction Request
Property Mgr
TL
R4
12/18/2021
Create eviction request for filing
28
Admin
3 Day Notice
Property Mgr
TL
R3
12/18/2021
Send 3 day notice to tenant/Apply Fees
29
Admin
Lease Renewal Sent
Property Mgr
TL
R18
12/18/2021
Run lease expiration report , Run CMA for each property, consult with owner if nessacary, (email to Eric), prepare lease renewals, create SI Renewal Followup for each renewal
30
Admin
Tenant Statements
Property Mgr
TL
12/18/2021
Create tenant statement
31
Sales
Sale File/Accounting
Bookkeeper
TL
AR & Dep 2
12/18/2021
On sold homes, keep HUD and Closing Docs in system and Input Sell Accounting
32
Admin
Credit Card Transactions
Bookkeeper
TL
Weekly 7
12/18/2021
Verify all on HD, Amex, Amex Blue, Capital One charges match approval request and are being bulled into quickbooks.
33
Admin
Reconcile Bank Accounts
Bookkeeper
TL
Reconcile 1
12/18/2021
Reconcile all business bank accounts
34
Admin
Reconcile all personal bank accounts
Bookkeeper
TL
Weekly 5
12/18/2021
Reconcile al personal bank accounts
35
Admin
Pay Bills - Reoccuring Monthly
Bookkeeper
TL
AP 1
12/18/2021
In quickbooks, verify and pay all reoccuring bills.
36
Admin
Budgets
Bookkeeper
TL
R17
12/18/2021
Create budget in for any new property. Annually, create new budget the following year
37
Admin
Bill: Mortgages
Bookkeeper
TL
R15
12/18/2021
Reconcile and Pay all Mortgages
38
Admin
Pay Bills - Approved Invoices
Bookkeeper
TL
AP 1
12/18/2021
Verify and pay any vendors. GM or OM approval required.
39
Admin
Debit-Card-Transaction_susdy
Bookkeeper
TL
Weekly 7
12/18/2021
Verify all on debit card charges match approval request and are being bulled into quickbooks.
40
Admin
Deposit
Bookkeeper
TL
AR & Dep 1
12/18/2021
Deposit any checks received into the proper bank accounts.
41
Admin
Daily Process - Mail
Bookkeeper
TL
R22
12/18/2021
Collect, open, and sort mail.
42
Admin
Reconcile Credit Cards
Bookkeeper
TL
Weekly 6
12/18/2021
Reconcile and pay HD, Amex, Amex Blue, Capital One
43
Move-In
Rekey/Change Locks
Operations Manager
TL
MI11
12/18/2021
Change Locks
44
Sales
Cancel Insurance/Refund
Operations Manager
TL
s9
12/18/2021
Cancel insurance on sold homes
45
Sales
Inspection repairs
Operations Manager
TL
s5
12/18/2021
Complete or select vendors to compete repairs requesting from sale inspection
46
Move Out
UTITLITY: Gas
Operations Manager
TL
IMR4
12/18/2021
Turn on gas after PM indicates
47
Admin
Daily Process - Service Calls
Operations Manager
TL
R23
12/18/2021
Take service calls. New issues must be put into writing
48
Admin
Service Request
Operations Manager
TL
R21
12/18/2021
49
Admin
Check Property Insurance
General Manager
Operations Manager
TL
A10
12/18/2021
Make sure that each property is insured
50
Admin
File Eviction
General Manager
Operations Manager
TL
12/18/2021
File evictions as needed. Notify attorny or realtor in necessary
51
IMR
Project plan
Operations Manager
TL
N11
12/18/2021
Complete a walkthrough and develop a project plan for rehabing property
52
IMR
RFP
Operations Manager
TL
A12
12/18/2021
Request vendor princing for items on project plan
53
New listing
Walk property (sweep front porch, pick up any bugs)
Field Services
TL
NL4
12/18/2021
54
New listing
DFW Properties sign in yard visable to traffic
Field Services
TL
NL1
12/18/2021
55
New listing
Check for leaks under sinks, water heater, & flush toilets
Field Services
TL
NL6
12/18/2021
56
New listing
Rently sign is visable
Field Services
TL
NL2
12/18/2021
57
New listing
Check that utilities are on
Field Services
TL
NL7
12/18/2021
58
New listing
T-Stat is set properly Summer: 78 Winter: 60
Field Services
TL
NL5
12/18/2021
59
New listing
Photos / e-mail to Service.HomeDFW@gmail.com
Field Services
TL
NL8
12/18/2021
60
New listing
Rently lockbox on front door (note serial #)
Field Services
TL
NL3
12/18/2021
61
Sales
Final Inspection/Pictures/Sign
Field Services
TL
S1
12/18/2021
Put out sign, take pictures
62
Pick-up
Remove Rently sign
Field Services
TL
REM2
12/18/2021
63
Pick-up
Walk property (sweep front porch, pick up any bugs)
Field Services
TL
REM4
12/18/2021
64
Pick-up
Rekey exterior locks including door to garage
Field Services
TL
REM7
12/18/2021
65
Pick-up
Check for leaks under sinks, water heater, & flush toilets
Field Services
TL
RME6
12/18/2021
66
Pick-up
T-Stat is set properly Summer: 78 Winter: 60
Field Services
TL
REM5
12/18/2021
67
Pick-up
Remove Rently lockbox
Field Services
TL
REM3
12/18/2021
68
Pick-up
Remove DFW Properties sign
Field Services
TL
REM8
12/18/2021
69
Pick-up
Remove DFW Properties sign
Field Services
TL
REM1
12/18/2021
70
Pick-up
Remove Rently sign
Field Services
TL
REM9
12/18/2021
71
Pick-up
Remove Rently lockbox
Field Services
TL
REM10
12/18/2021
72
Admin
DFW Prop Gen Liability
General Manager
TL
Annual
12/18/2021
Make sure companies have all proper insurance
73
Sales
Decorate
Realtor
TL
s4
12/18/2021
Stage homes being put up for sale
74
Sales
MLS/CSS
Realtor
TL
s2
12/18/2021
List property on MLS, CSS
75
Sales
Web Marketing
Realtor
TL
s3
12/18/2021
List property on Website, Syndicate, Craigslist
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