Director Property Preservations Fast Start Hat
DATE: 5/24/2019; Edited 06/30/2021
NAME OF POSITION: Director of Property Preservatio
PERSON’S SENIOR: VP Trust Operations
PERSON’S NAME: Angelica Gomez HFA; Henry Reinberg
PURPOSE (The reason why the position exists):
To ensure all properties are secure, clean and ready to go on the market for families to purchase. Because our business model focuses on buying distressed homes and finding the correct families to improve and purchase them, we must do some basic clean-ups and repairs first so that the families are not overwhelmed with the work needed to make the property occupiable. This can also include continued maintenance as needed even after the home is being marketed until the home is sold.
Additionally, there will be cases where we purchase a home and then later discover that it falls into the unacceptable category and can not be sold to an investor. These homes must receive more extensive repairs before they can be sold to either an investor or a family. The Property Preservation Department handles both the setting up of homes and any further repairs needed.
VIEWPOINT (The viewpoint that an employee should have, to be successful at the job):
Property Preservation is a very important step in converting the company’s and investors' assets into actual profit. This department can make or break a home's ability to sell quickly or at all. You must ensure every set-up is done standardly with no shortcuts. You must also review each home under you to see if the set-up is enough to make the home marketable or if you have further recommendations of how it can be improved.
No other area will know these homes and their condition as well as you will and because of this you are key in creating a property that a handy family can view and see the potential of what they can create. If we have properties that have had many views and are not selling or are scaring families away, then this is a failure in Property Preservation.
Every Property Preservation manager should acquire a great understanding of the parts of a home and a basic understanding of how they can be repaired or improved to confidently hire and oversee repair vendors. You need to always work on improving your vendor pool and do as many repairs as needed to sell the home while staying within a reasonable budget.
COMPUTER SKILLS REQUIRED:
Knowledge of Microsoft Office and general PC computer knowledge. Able to create and correct formulas in Microsoft Office, specially Excel documents. Can create and operate Google Docs as well as having experience with Google Drive and Google Sheets. Able to use Facebook, messenger and know how to post and communicate with others on FB.
SKILLS REQUIRED:
Good math and skills so as to track one’s budget and expenses. Accurate and up-to-date administration and logging of jobs completed. Can keep track of dates and can complete tasks before their due date. Good duplications and detail oriented specifically regarding property repairs and a correctly completed work order. They should have a good starting knowledge of properties and hiring workers to do repairs. A very crucial skill is the ability to carry out a job to completion and not leaving half done work or partial products along the way.
RESPONSIBILITIES OF THE POSITION:
PRIMARY RESPONSIBILITY:
To make any home assigned to you into a sellable home regardless of the condition it is in when you receive it.
OTHER RESPONSIBILITIES:
To handle both “PRE-HAB” (new set-ups and reset-ups) and “REHAB” (Further repairs not part of the Home Set-up Checklist, including roof, plumbing, electrical, and foundation repairs).
To be aware of any new homes in progress of being purchased in your assigned states/area.
Ensure all homes under your management are safe to occupy and handle all hazards as quickly as possible, including sealing off any homes as needed.
Ensure all homes under your management are secure and handle any break-ins as a priority.
Work to have every home set-up in 2 weeks or less.
Create a reliable, high quality, and ethical vendor pool with at least 2 vendors in each county/city that we operate in.
Pay your good vendors quickly to create good trust and confidence in you and us as a company thus building a good long-term working relation.
Ensure any roof damage is tarped or patched quickly to prevent any further damage to the exterior and interior. Have vendor call immediately on site if they see any evidence of an active leak.
Recommend any carry out once approved any further repairs to the home that will prevent further deterioration and/or improve the selling ability of the property.
Analyze vendors and jobs based on E&H approved price list and ensure any job above this is fairly priced and approved by the exec on the R/F.
All set-ups and repairs must contain before and after pictures preferably with a small timestamp, and it must be evident that everything on the invoice was completed to a product with picture evidence.
Ensure any code violations from the city or county are handled quickly and avoided in the future. This includes, grass cuts, trash in the yard, exterior repairs, condemnations, etc.
Any terminations/evictions that require a new set-up must be handled with care and personal belongings are not to be disposed of unless approved by the SVP Ops.
WEEKLY ACTIONS:
At the beginning of the week submit all POs before 11:00 AM from the previous week. Check what homes need set-ups and further repairs.
Check Grass Cut Worksheet for overdue properties highlighted in red. Email the updated list to your Senior every Monday at 5:00 PM.
Create a weekly Battle Plan that prioritizes the above homes in the correct sequence and include a general description of the steps that each property needs completed.
Based on the weekly Battle Plan work systematically from the top down to get work scheduled, invoiced, completed and paid.
Call and confirm vendors that will be doing work that week and quickly replace any vendor that has canceled or is unable to do the job now.
Stay in good coordination with the Property Acquisitions department to track any homes that will close within the week for your area and add them to your list.
Stay in good coordination with the EasyHomes Sales Department in case any break-ins or damage needs to be handled urgently.
Work with Department 11 to handle any code violations for the properties
Update your statistics at the end of each week (Friday before 2:30 PM)
Review your weekly BP products and notes and be prepared for the Weekly Div 4 Product Conference on Fridays at 5:00 PM.
DAILY ACTIONS AND QUANTITIES or EXPECTATIONS:
Fill out and submit R/F and POs for any jobs completed after 2pm the day before. Schedule a block of time to do so for organizational purposes.
Based on your weekly BP note which steps you will work on for the day and focus on getting these done and avoid dispersal as you are usually responsible for a high quantity of pending jobs which can get distracting.
Note how many scheduled bids, scheduled/completed jobs, set-ups etc. are done on your weekly BP. Include names and phone numbers where relevant to keep good track of vendors for each job.
Keep track of vendors that will be working that day and ensure they know the importance of before and after photos to get paid.
Once a job is complete check the work via the photos and the final invoice and let the vendor know if it passed or if anything else needs to be done or any other photos needed for full submission. (I recommend you have the vendor send you pictures as soon as the job is done and have them stay at the property with you check them quickly in case you need anything else so as to avoid a new trip and/or fee to go back to the property)
Upload and submit any jobs done before 2pm to QC in the assigned folder. Be sure to include the Set-Up QC Checklist if the full set-up is completed.
Along the way make consistent and detailed notes in the situations tab in Matrix 2.
Along the way ensure to create contact profiles for all your vendors including notes of their quality of work, how they prefer to be paid (Paypal, Check, or Square), what their skill and experience is, etc. If paying by check or Square, be sure to ask vendor for a W-9.
Check with your most used vendors that they have a decent number of lockboxes, deadbolt combos, and signs. Order when necessary from MFS Supply and Good Guy Signs Tampa.
STATISTICS:
NUMBER OF PROPERTIES SET-UP:
This means the number of homes where the full set-up was completed and passed by QC that week. The requirements of a set-up home are per the policy “A SET-UP HOME” and the QC checklist.
PROPERTY PRESERVATION POINTS:
This refers to the number of points accomplished within a one-week period on further repairs or further maintenance not related to a property set-up.
The points system is as follows:
Work bid scheduled: a bid scheduled means that you have contacted or found a vendor who is scheduled to go to the property and give you a bid for a repair.
Bid received: This means that the vendor went to the property and inspected the work needed and then sent an official bid in writing to you for the work needed
Work Scheduled: This means that you have submitted an Approval Request Form with all relevant data regarding the work needed and the various bids. Once approved you have then called the vendor and scheduled the date the work will be done and completed.
Work completed: This means that the vendor completed the work, you verified with photo evidence of before and after pictures that it was a product. A R/F and PO was then submitted and approved by QC and all notes and notice of job completion entered in the Matrix.
Grass Cut: 4 pts (new vendors) + 1 pt per bid
Rekeyed with lockbox: 4 pts + 1 pt per bid
Set ups: 10 pts for basic set up | 13 pts per set up with extensive trash out
Winterization: 4 pts + 1 pt per bid
Mold Remediation: 4 pts + 1 pt per bid
Pest Control: 4 pts + 1 pt per bid
Plumbing Repair: 5 pts + 1 pt per bid
Electrical Repair: 5 pts + 1 pt per bid
Window/Door Boarded: 5 pts + 1 pt per bid
Roof Repair: 6 pts + 1 pt per bid
Trash Out / Yard Trash out: 6 pts + 1 pt per bid
Foundation Repair 6 pts + 1 pt per bid
Other: 4 pts + 1 pt per bid
VALUABLE FINAL PRODUCT:
VFP: A FULLY SET-UP HOME THAT IS SECURE, CLEAN AND READY TO MARKET FOR FAMILIES TO PURCHASE
Fast Start Hat written by:
Angelica Gomez
SVP Ops E&H Inc.