5454 Gateway Center Suite B, Flint, MI 48507
Ph: 810-767-4890 Fax: 810-767-6683
Property Management Services
Financial/Accounting Services
-Maintain orderly books, records and files containing lease files, correspondence, receipted bills, contracts, vouchers, and all other documents pertaining to the properties and operations thereof.
-Maintaining financial records including but not limited to a rent roll, check register, general ledger, trial balance, cash flow statement, balance sheet, and bank reconciliations.
-Submitting financial reporting to Board on a monthly basis
-Accounts Receivable / Rent collections
-Preparing / Analyzing / Approving annual budgets
-Accounts payable functions as they pertain to normal operating expenses
-Review all invoices before payment is approved
-Monthly reporting as required by both the Board and MSHDA
-Annual reporting as required by both the Board and MSHDA
-Assist auditor in year end certified audit if required
Maintenance / Property Services
-Establish specs and develop maintenance contracts
-Ensure that daily work orders and maintenance items are addressed in a timely fashion every day
-Provide emergency maintenance service 24 hours a day and 7 days a week.
-Maintain properties in such a condition that maintains or exceeds the Boards expectations.
-Preventative maintenance on the building and equipment to ensure longevity.
-Submit to Board recommendations from preventative maintenance schedule for proper planning.
-Hiring, instructing, and maintaining all maintenance staff at the property
Administrative / Leasing Services
-Provide all required services to tenants at the properties.
-Maintain accurate data files on all tenants and provide computerized reports required by MSHDA.
-Prepare all required compliance reporting
-Maintain and upgrade if necessary all lease files / forms and any other documents pertaining to
properties.
-Hiring, instructing, and maintaining all administrative staff at the property.
-Provide a work order system, accounts payable system, and accounts receivable system for detailed record keeping.
-Execution and administering of all leases to ensure compliance with all policies associated with the properties.
-Handle all day-today operations of the property to ensure the properties are running as efficiently as possible.
Operations of Properties
Maintenance
- Maintenance is the backbone of any property. Management is strongly affected by the performance of the maintenance staff whether it’s routine or preventative maintenance. Therefore certain procedures are in place to assure timely and efficient performance of maintenance personnel.
- Implementing a work order system to ensure residents get maintenance items addresses in a timely fashion.
- The use of unit turnover forms to closely track damages and turning costs.
- Key & equipment control policy
Resident Relations
- Resident Services, Resident Relations and Crisis Management go hand in hand in providing your residents the peace of mind and feeling of importance they need for you to retain them. Good resident relations start with a clear understanding of both management and resident responsibilities.
- Provide a written and verbal explanation of the Lease
- Provide a written and verbal explanation of the property Rules and Regulations
- Maintain a full calendar of social programs to keep the residents active and promote a healthy lifestyle.
- Maintenance either directly or indirectly keeps the property functioning
- A monthly newsletter keeps residents informed of changing events and reminders to be instituted.
- Allowing residents access to management (open door policy)
Marketing
- Owners provide and approve areas of interest
- Management designs brochures, ads, holds open houses etc.
- Maintenance provides continuous “curb appeal” drawing in prospective residents
- Resident referral programs
- Our goal is to offer the prospective resident more than the next property, but at a lower monthly cost. The services offered are many, from in-house grocery stores, beauty shops and café’s to stamp buying, food programs and transportation. The key is to offer the most services at the best price.
- We have teamed with Family Home Health Services to provide quality care to our residents in an effort to keep them in their homes longer. This agency has helped residents at other properties we manage to “age in place” and maintain the occupancy.
Program Compliance
- Piper Realty has many years of experience in Low Income Housing Tax Credit compliance as well as HOME and Section 8 programs.
- All applicants are processed in a uniform manner using First Advantage Safe Rent to screen their credit history, rental history, etc.
- All applicants must adhere to the Tenant Selection Criteria established by each property.
- Income qualifications of all prospective tenants for the income restricted apartments.
- All verifications and calculations are done according to the Agency policy.
Routine Maintenance
- Complete day to day maintenance requests as quickly as possible
- Daily improvement of the appearance of the buildings and grounds
- Correct defects
- Prevent Emergency situations
- Reduce accidents
- Extend the expected life of the property
Preventative Maintenance
- A preventative maintenance schedule must be in place to keep the property operating more effectively and efficiently. Each property should have their own schedule and should include the following:
- Equipment inspection, adjustments, cleaning and any needed component replacement (air conditioning & heating system)
- System inspections (fire alarm, sanitary, emergency lighting)
- Building inspection (roof, gutters, downspouts, siding, asphalt and cement)
- To have a successful operation of a property the essential working relationship between management and maintenance cannot be over stressed. That relationship sets the pattern and pace of the entire management effort. It is a critical one because maintenance and management functions are directly influenced by the other. Specific areas of mutual involvement include:
- Communication of resident needs
- Scheduling maintenance requests
- Preparation of vacant units
- Work priorities
- Follow up maintenance work
- Property appearance
- Handling emergency situations
- There must be a free flowing channel of communication and both management and maintenance personnel must constantly work at understanding each others responsibilities, functions and priorities.
