DATE: 8/9/2018

Updated 08/24/2021

NAME OF POSITION: Vice President of Trust Operations (VP Trust Ops)

PERSON’S SENIOR: Senior Vice President of Operations (SVP Ops)

PERSON’S NAME: Henry Reinberg 

 

PURPOSE (The reason why the position exists):  To ensure all Trusts have 100% perfect records and are producing; with full accounting correctly balanced, distributed, and no past due bills. 

 

VIEWPOINT (The viewpoint that an employee should have, to be successful at the job): 

Each Trust is an asset granted to us by the owner/investor to service 100% standardly and as if it were our own personal asset. Each document and record of the trusts is important and must be accounted for and signed by all parties. 

All Trusts need to have producing homes and the DOM (Days on the Market) needs to be less than 60 days minimum. Any vacant home that has been vacant for more than 60 days is a danger and needs to be remedied as fast as possible. 

The ultimate intention is to help families who are able beings and are motivated to improving their quality of life and their home. We are not a charity and do not give homes to people who evidently can not pay the monthly payment and who can not handle the needed repairs of the home. It is important to spot the families who are looking to change for the better and have self-worth and pride in their job, family, possessions, etc. We do not give homes to families who are stuck in the victim point of view and who do not see exchange as something that is significantly important. Just because a home has been vacant for more than 60 days that does not mean that the home can be sold to a family that does not meet the qualifications to purchase an EasyHomes property. 

The survival of our company and thus our ability to help families depends on correctly handling all the money that comes into the department and ensuring it gets to where it needs to be. The investors who buy homes for families to live in do so with the intention that they will receive payments each month and any month that a family does not pay is a major problem to be handled immediately with the coordination of Dept 11. 

Each Trust has insurance, taxes and possible utility bills that need to be paid and it is your responsibility to ensure all bills are paid on time and recognizing that there is a penalty for any past due bills. You would not want your bills to be past due and then find out you have no insurance for your home or have your water turn off and this is the viewpoint you have to have in regard to the Trust’s bills. 

Investors also expect that the condition of their homes is improving and the product in this area is a ‘Happy Home’ so each home should have a checklist of what makes a ‘Happy Home’ taken to completion. 

 

COMPUTER SKILLS REQUIRED: Knowledge of QuickBooks, 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 or One Drive. 

 

SKILLS REQUIRED: Good math and accounting skills, accurate and up-to-date administration. Can keep track of dates and can complete tasks before their due date. Good duplications and detail oriented specifically regarding numbers and correctly imputing them into software or excel documents. Leadership skills are needed as well as the ability to run good control over one’s juniors. Is particular about completing cycles of action. Good initiative and control over one’s area so that a senior does not fell the need to bypass. 

 

RESPONSIBILITIES OF THE POSITION:

  • To oversee the Trust income section, Trust disbursement section, and Trust Records and Assets section. 
  • To ensure there is an ever decreasing “Days on the Market” stat for EasyHomes. 
  • To ensure all juniors have targets they are working on that align with their production and that they get the targets done!
  • To ensure there are working lines and terminals between all 3 departments and debug any stops that come up. 
  • To ensure your juniors are happy and efficient on their posts with ever increasing stats. 
  • Monitors and ensures the company is in compliance with the servicing and marketing agreements with the investors. 
  • Monitors and ensures the company is in compliance with any legal requirements on Trusts and taxes. 
  • To ensure that all homes become ‘Happy Homes’ and any significant damages are handled either by the family or by and insurance claim. 
  • You should have a very high degree of knowledge, responsibility and control of each property including knowing who the beneficiary of the property is, what condition each home is in and what family lives in the home. 
  • The ability to do all post and functions under you even more proficiently than your juniors. 
  • Bypass juniors if needed and get them to handle the dangerous situation to prevent it from reoccurring in the future. 

 

WEEKLY ACTIONS:

 

  1. At the beginning of the week ensure all departments have their targets and line-ups for the week. 
  2. Add any new EasyHomes properties lined up to be sold that week to the whiteboard.
  3. Get daily updates of stats to track how on target your juniors are. 
  4. Write any needed warnings, correction notices, or commends.
  5. Investigate the flow lines in the area and find any backlogged properties or collections and ensure they are being worked on. 
  6. Have an EasyHomes meeting once a week in coordination with Div 2 Dep 5 to handle any needed repairs on properties. 
  7. Ensure the Collections department has a partial paid list, 30 days past due list, 60 days past due list, and 90 days past due list. 
  8. Ensure you have a completely up to date bills dateline for the week as part of the bills paid line-up. 
  9. Attend delivery meeting with Qual and VP of Sales and Marketing to discuss homes that are stuck and need to be sold, repaired, evicted, or collected on. 

 

DAILY ACTIONS AND QUANTITIES or EXPECTATIONS:

  1. Handle any issues with juniors as needed
  2. Check emails and handle anything that comes up
  3. Ensure at least 25 families are contacted a day for collections
  4. Review and complete routing forms as they come in
  5. Ensure any documents and payments for a home sold are signed and processed that same day with a copy of the documents and the Welcome pack sent to the family, including TWTH booklet. 

 

STATISTICS:

 

  • EASYHOMES DAYS ON THE MARKET- This statistic monitors how many days it takes for a home to go from “Set-up for Marketing” to being sold to a family. This is gotten by taking the number of days each home has been on the market for and adding them all up and then dividing that number by the amount of homes (basically getting the average of days on the market). This stat is an upside-down graph and the number should be ever decreasing. 

 

 

  • VALUE OF SERVICES DELIVERED or PERCENTAGE OF FAMILIES CURRENT - This statistic measures the number of families who are current on their Land Contract payments and are thus giving the investors the returns expected on their assets. This is calculated by having the total number of properties with families in them (i.e. 100) then subtracting the number of families that are past due for any amount (i.e. 30) and you get the number of families current (i.e. 70). If any homes are sold that week they are counted as current as long as the down payment has been received or there is picture evidence of the down payment with a tracking number that is in transit.

 

ACTION STATS:

  • Family Contacts: Number of families that have been contacted successfully for collections, home repair completions, etc. (Dep 10) 
  • Collections – Amount of EasyHomes income collected for the week (Dep 12)
  • Accounts Cleared - % of EasyHomes family accounts cleared (Dep 12)
  • Homes Sold – Number of EasyHomes sold to families (Dep 10)

 

 

VALUABLE FINAL PRODUCT: 

 A PRODUCTIVE HANDS-FREE REAL ESTATE INVESTMENT THAT IMPROVES NEIGHBORHOODS AND MEETS OR EXCEEDS INVESTOR'S EXPECTATION

 

 

Fast Start Hat written by:

 

Angelica Gomez

SVP Ops E&H Inc.