Audit Lease Files For Completeness
Periodically review lease records to ensure all documents are present
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Lease & Rental Agreement Administration
45 tasksDraft Custom Lease Addendums
Create specialized addendums for individual tenant situations (pets, parking, etc.)
Draft Lease Amendment Documentation
Prepare paperwork to formally modify an existing lease agreement
Explain Lease Terms To New Tenants
Walk through the full lease agreement and answer any tenant questions
File Lease Agreements With Authorities
Submit copies of new/renewed leases to required government agencies
Handle Tenant Requests To Break Lease Early
Review request, calculate costs, and process lease termination
Maintain Digital Lease Agreement Records
Scan, organize, and backup all current and past lease documents
Manage Lease Assignments And Sublets
Review, approve, and document any tenant requests to assign or sublet
Manage Security Deposit Refunds
Process security deposit refunds for tenants moving out, deducting for damages or unpaid rent
Negotiate Lease Terms With New Tenants
Work with prospective tenants to agree on rental rates, deposits, and lease clauses
Notify Tenants Of Lease Policy Changes
Communicate any revisions to rental policies or procedures
Organize Lease Files By Property/tenant
Maintain a filing system to quickly locate any lease agreement
Prepare And Send Lease Renewal Notices
Generate and send lease renewal notices to existing tenants per their lease terms
Prepare Lease Renewal Offer
Draft a lease renewal offer letter with updated terms and rent amount
Prepare Lease Termination Notices
Generate and deliver formal notices when terminating a tenancy
Prepare Move In And Move Out Checklists
Document the condition of the rental at start and end of tenancy
Respond To Tenant Requests For Lease Changes
Review tenant requests, negotiate updates, and amend the lease as needed
Retain Expired Lease Documentation
Keep copies of past leases for required record retention period
Review And Update Standard Lease Agreement
Review the lease template, incorporate any changes in laws/regulations, and update it for new rental period
Review Lease Language With Legal Counsel
Consult a lawyer to validate lease terms and compliance
Review Leases For Legal Compliance
Audit leases to ensure they meet all applicable landlord-tenant laws
Store Digital Copies Of All Leases
Backup current and past lease agreements in a secure cloud storage
Track And Enforce Lease Expiration Dates
Monitor lease end dates, send timely renewal offers or non-renewal notices
Track Recurring Lease Renewal Dates
Maintain a schedule of when each tenant's lease is up for renewal
Update Lease Templates For Legal Changes
Revise standard lease templates to reflect evolving landlord-tenant laws
Assess And Bill Tenants For Excessive Cleaning/damage
Document costs and collect payment for unit restoration
Collect And Secure New Tenant Security Deposits
Receive, record, and properly hold deposit funds
Conduct Periodic Unit Inspections During Tenancy
Document any changes or damages over the lease term
Conduct Rental Unit Move In Inspections
Document the condition of the property at tenant occupancy
Coordinate Move In Schedules With New Tenants
Schedule dates, times, and logistics for tenant arrivals
Coordinate Tenant Utility Service Disconnections
Work with providers to transition services to the next occupant
Distribute Move In Information And Instructions
Deliver checklists, rules, and other onboarding materials
Generate And Deliver Move Out Notices To Tenants
Provide formal written notice of lease expiration
Generate And Retain Move In Condition Reports
Maintain detailed records of the unit's initial state
Maintain A Move In/out Calendar And Schedule
Track upcoming and recent tenant turnover activities
Maintain Comprehensive Move In/out Documentation
Store all records related to tenant occupancy transitions
Manage Abandoned Property Left By Outgoing Tenants
Properly handle, store, and dispose of items left behind
Manage Tenant Requests For Pre Move Out Walkthroughs
Schedule and participate in early condition assessments
Perform Final Walkthrough With Outgoing Tenants
Jointly inspect the unit condition during move-out
Prepare And Distribute Tenant Move Out Guides
Provide instructions on surrender procedures and requirements
Prepare Detailed Move Out Cleaning Checklists
Provide guidance on expected unit condition at surrender
Process And Retain Digital Move In/out Photos
Catalogue visual records of unit condition changes
Process Security Deposit Refunds And Deductions
Calculate amounts to be returned or withheld from deposits
Provide Move In Orientation For New Tenants
Explain policies, procedures, and use of equipment/systems
Review And Approve Tenant Requests For Carpet Cleaning
Assess the need for and oversee professional carpet cleaning
Tenant Communications
25 tasksAddress Tenant Concerns About Safety/security
Respond to issues related to the property or neighborhood
Collect Tenant Feedback And Suggestions
Solicit input to improve policies, services, and amenities
Communicate Changes To Rental Policies
Inform tenants of updated rules, fees, or procedures
Coordinate With Tenant Representatives
Collaborate with tenant association leaders or spokespeople
Deliver Formal Tenant Violation Notices
Issue warnings about lease breaches, noise complaints, etc.
Deliver Seasonal Reminders To Tenants
Send periodic notes about winterizing, yard work, etc.
Distribute Newsletters And Updates
Share community news, tips, and announcements with tenants
Distribute Tenant Surveys And Feedback Forms
Collect input to assess satisfaction and identify improvements
Document All Tenant Interactions
Keep records of calls, emails, notices, and in-person visits
Document Tenant Lease Violations
Record details of any breaches to support enforcement
Escalate Serious Tenant Disputes
Elevate major conflicts to property owner or legal counsel
Facilitate Move In And Move Out Walkthroughs
Conduct joint inspections with tenants to note property condition
Facilitate Tenant Community Events
Organize social gatherings, holiday celebrations, etc.
Handle Tenant Maintenance Requests
Document, assign, and follow up on repair and service needs
Handle Tenant Payment Questions/issues
Respond to inquiries about rent, fees, and account balances
Handle Tenant Requests For Accommodations
Review and approve modifications for disability, family status, etc.
Manage Tenant Move In/move Out Coordination
Schedule dates, provide checklists, collect/refund deposits
Manage Tenant Portal/website Inquiries
Respond to messages and work requests submitted online
Manage Tenant Service Animal Requests
Review, approve, and track accommodations for assistance pets
Notify Tenants Of Entry For Inspections
Provide advance notice before accessing a rental for checkups
Notify Tenants Of Planned Maintenance
Inform residents about upcoming repairs, renovations, or improvements
Notify Tenants Of Utility/service Interruptions
Provide advance warning about planned outages or disruptions
Provide Tenant References And Histories
Verify rental details for prospective landlords
Respond To Routine Tenant Inquiries
Address common questions about rent, maintenance, policies, etc.
Respond To Tenant Complaints And Grievances
Address concerns about service, policies, or other issues
Maintenance & Repair Administration
20 tasksCoordinate And Oversee Property Inspections
Schedule and supervise periodic walkthroughs of rental units
Coordinate Utility Services And Connections
Set up, maintain, and disconnect water, power, internet, etc.
Coordinate Warranty And Service Claims
File and follow up on claims for covered equipment failures
Document All Maintenance Activities
Keep records of repairs, upgrades, and work performed
Document Warranties And Service Agreements
Maintain records of coverage for equipment and systems
Handle Tenant Repair Requests And Work Orders
Receive, prioritize, and route maintenance needs
Maintain An Inventory Of Rental Unit Keys
Track, secure, and distribute spare unit and common area keys
Maintain An Inventory Of Supplies And Materials
Keep track of on-hand inventory for common repairs
Maintain A Property Maintenance Calendar
Schedule recurring tasks like HVAC service, pest control, etc.
Maintain Property Condition Assessment Records
Document the current state of all building components
Manage Bids And Proposals From Contractors
Solicit, evaluate, and select external service providers
Manage Emergency Maintenance And Repairs
Respond quickly to urgent situations that impact habitability
Manage Vendor And Contractor Relationships
Evaluate, select, and oversee external service providers
Obtain Necessary Permits For Improvements
Apply for and track approvals for renovations or upgrades
Oversee Preventive Maintenance Programs
Implement schedules for HVAC, plumbing, electrical, etc.
Prepare Cost Estimates For Capital Projects
Project expenses for major renovations or improvements
Respond To Tenant Questions About Repairs
Address inquiries about the status and nature of work performed
Schedule And Oversee Routine Maintenance Work
Arrange for regular cleaning, landscaping, pest control, etc.
Schedule And Supervise Unit Turnover Work
Manage cleaning, repairs, and upgrades between tenants
Troubleshoot And Diagnose Maintenance Issues
Investigate problems and determine appropriate solutions
Financial & Rent Administration
25 tasksCalculate And Apply Security Deposit Interest
Determine and credit appropriate interest to tenant deposits
Calculate And Collect Annual Rent Increases
Implement contractual rent escalations per lease agreements
Collect And Process Monthly Rent Payments
Receive, record, and deposit rental income
Coordinate With Property Owner's Cpa Or Bookkeeper
Collaborate on tax preparation, audits, and financial reporting
Generate Rent Rolls And Occupancy Reports
Compile data on current rent amounts and unit vacancies
Generate Year End Tax Documentation
Prepare 1099s, 1098s, and other tax forms for tenants and owners
Handle Tenant Bounced Or Reversed Payments
Address issues with failed rent checks or online transactions
Handle Tenant Maintenance Fee Reimbursements
Refund or credit tenants for verified repair costs
Maintain Detailed Property Financial Records
Track income, expenses, budgets, and profitability by unit
Maintain Digital Accounting Records And Backups
Store and regularly backup all financial documentation
Maintain Property Insurance Coverage
Obtain, update, and file claims for property and liability policies
Manage Commercial Tenant Percentage Rents
Calculate and collect percentage-based rents for retail/office
Manage Late Fees And Rental Arrears
Address overdue rent, send notices, and pursue collection
Manage Online Rental Payment Portals
Administer digital platforms for tenants to submit rent and fees
Manage Payment Plans For Delinquent Tenants
Negotiate and document repayment arrangements
Manage Security Deposit Accounts And Refunds
Track, hold, and return deposits per lease terms
Monitor Tenant Compliance With Rent Payment Terms
Track rent due dates, late fees, and lease violations
Prepare And Deliver Monthly Owner Statements
Generate periodic financial reports for property owners
Prepare Annual Property Operating Budgets
Forecast income, expenses, and capital improvement needs
Prepare Annual Property Valuations And Appraisals
Obtain professional assessments of market value
Prepare Operating Expense Reimbursement Bills
Invoice commercial tenants for their pro rata share of costs
Process Invoices And Vendor Payments
Review, approve, and pay bills for property operations
Process Tenant Application And Screening Fees
Collect and record non-refundable fees for rental applications
Reconcile Bank Statements And Transactions
Ensure financial records match banking activity
Track And Recover Utility Sub Metering Charges
Bill tenants for their individual water, electricity, etc. usage
Move-In & Move-Out Documentation
0 tasksCompliance & Legal Notices
20 tasksAdhere To Fair Debt Collection Practices And Laws
Ensure proper procedures when pursuing unpaid rent
Adhere To Fair Housing Act And Anti Discrimination Laws
Ensure rental policies and practices comply with regulations
Administer Legally Binding Rent Increase Notifications
Issue formal letters to increase rent per contractual terms
Comply With Local Rent Control Or Stabilization Laws
Adhere to regulated rent increase limits and procedures
Comply With Local Waste Management And Recycling Rules
Follow municipal ordinances for property waste handling
Deliver Legally Required Tenant Notices
Provide formal written communications per landlord-tenant laws
Deliver Legally Valid Termination Notices For Evictions
Issue proper documentation when ending a tenancy
Distribute Mandated Tenant Education Materials
Provide legally-required notices and disclosures
Ensure Lead Based Paint Disclosures Are Provided
Deliver required notifications about potential lead hazards
Fulfill State Mandated Reporting And Filings
Submit periodic registrations, licenses, and other compliance
Maintain Proper Disposal And Storage Of Tenant Records
Securely retain and discard confidential documentation
Maintain Records Of All Notices And Postings
Document when and how required communications were delivered
Manage Legally Required Tenant Utility Shut Off Notices
Provide advance warning before terminating essential services
Post Required Signage In Common Areas Of Properties
Display mandatory notices, disclosures, and announcements
Properly Store And Handle Tenant Security Deposit Funds
Maintain appropriate bank accounts and safeguards
Provide Legally Compliant Lease Termination Notices
Issue proper paperwork when ending a tenancy, if applicable
Provide Proper Notices For Entry And Unit Inspections
Give tenants advance warning before accessing their homes
Respond To Subpoenas And Information Requests
Cooperate with official inquiries about tenant records
Respond To Tenant Requests For Reasonable Accommodations
Review and approve modifications related to disabilities
Retain Records To Demonstrate Legal Compliance
Store documentation to prove adherence to applicable rules
Vendor & Contractor Management
14 tasksConduct Performance Reviews Of Service Contractors
Evaluate quality, responsiveness, and value for the money
Coordinate Schedules For Maintenance And Repairs
Work with vendors to minimize disruption to tenants
Develop And Maintain A Vendor Communication Plan
Establish protocols for information sharing and coordination
Establish And Enforce Vendor Liability Insurance Requirements
Ensure adequate coverage to protect the property owner
Handle Tenant Escalations About Vendor Service Issues
Resolve complaints and ensure satisfactory resolutions
Implement Quality Control Checks For Vendor Work
Inspect completed tasks to verify adherence to specifications
Maintain A Centralized Vendor Contact Information Database
Store comprehensive details on all approved providers
Maintain An Approved Vendor And Contractor List
Evaluate, vet, and curate a pool of qualified service providers
Manage Vendor Insurance, Licenses, And Certifications
Ensure external providers meet all required qualifications
Manage Vendor Relationships And Contract Renewals
Evaluate ongoing needs, renegotiate terms, and retain partners
Negotiate And Execute Vendor Service Agreements
Draft, review, and finalize contracts for recurring services
Oversee Vendor Compliance With Company Policies
Enforce standards for safety, conduct, and work quality
Process And Pay Vendor Invoices In A Timely Manner
Review bills, approve for payment, and manage accounting
Solicit Bids And Proposals For Property Work
Request quotes, compare options, and select external partners
Property Management Operations
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