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Our Functions of Management

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FINANCIAL
  • Prepare Investor financial reports which consists of profit and loss statement, balance sheet, cash flow statement, and general ledger
  • Prepare variance reports upon the request of the Investor
  • Coordinate preparation of annual tax return by independent certified public accountant
Accounts Payable and Receivable
  • Establish and maintain all required bank accounts
  • Balance and reconcile operating, escrow, and reserve bank accounts monthly
  • Process and monitor fee, rental, deposit, and ancillary income
  • Assess and collect late fees for delinquent accounts, when applicable
  • Process approval and payment of disbursement requests monitored by internal control system
  • File W-9 for vendors and process 1099 forms
Budgeting and Management
  • Prepare and propose annual financial budgets
  • Work with Investors to maximize investment of available funds

Support and Compliance Services

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LEGAL
  • Ensure compliance with local, state, and federal: Fair Housing, Real Estate Law, Landlord Tenant Act, Labor Laws, OSHA Guidelines
  • Ensure lease agreements, community rules, addendums and any modifications thereof are in compliance with local, state, and federal guidelines
  • Coordinate and prepare state required reports
  • Solicit and coordinate attorney participation and consultation when required
Administrative
  • Perform audits of keys, paperwork, and other applicable items
  • Maintain resident files, maintenance work orders, and documentation required by federal and state law
  • Ensure associates maintain up to date licensing. Examples include: CPO, Property Management and Real Estate License
  • Monitor annual inspections of backflow, fire systems, and elevator
  • Independent Contractors/Vendors
  • Review, bid, and negotiate all subcontractors’ contracts
  • Manage service contractors and vendors including but not limited to landscapers, pest control, and trash collections and other applicable services
INSURANCE
  • Review, bid, and negotiate property insurance annually
  • Direct and oversee any insurance claims

Community

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Benefits Provided Through Estates
  • Office and staff located in downtown Charleston and Columbia
  • Bonded and Licensed by the Georgia, North Carolina and South Carolina Real Estate Commissions
  • Active Members of Real Estate and Property Management Organizations:
  • CAI: Community Association Institute
  • IREM: Institute of Real Estate Management (officer 2001, 2002 and 2003; CPM of the year for the South Carolina Chapter 2003)
  • ULI: Urban Land Institute
  • MHW: Multi-Housing World
  • HBA: Home Builders Association of Columbia, South Carolina
  • NAHB: National Association of Home Builders
  • Provide thorough comparative analysis of annual property insurance bids
  • Maintain renewals for property Umbrella and D/O Insurance
  • Savings through volume discount
  • Abreast of current and new legislation
  • Consult with national property management firms
  • AMSI web based management and accounting system
MEETINGS
  • Coordinate and attend Investor meetings
  • Coordinate conference calls for Investor meetings as needed
  • Develop and distribute notice, agenda, and proxy (when applicable) for meetings
  • Type and distribute minutes for all meetings attended
RESIDENT SCREENING
  • Implement and establish guidelines in which applicants qualify for residency
  • Process application through third party Resident Screening which includes Social Security Verification, Fraud Alert, Address Discrepancy Check and Credit Report
  • Criminal Background Check
  • Income, Employment Verification and Rental History/Mortgage Confirmation
ENFORCEMENT
  • Provide move-in orientation for residents
  • Receive, respond, and facilitate Resident’s concerns
  • Address violations of Community Rules and Regulations
  • Design and issue uniform decals to enforce resident parking
COMMUNICATION
  • Ensure and assist in communication and implementation of decisions made by Investors
  • Develop and distribute Property Handbook to Residents
  • Publish and distribute community newsletter
  • Create, maintain, and update community specific website
  • Develop, distribute, and summarize annual resident survey
HUMAN RESOURCE AND BENEFITS ADMINISTRATION
  • Recruit, interview, and hire potential new associates:
  • Perform extensive background checks, verify employment history, confirm educational background and facilitate criminal and drug testing
  • Administer and Caliper Profile and the DISC Personality Profile
  • Train new hires as well as current associates
  • Supervise on-site personnel and provide regular performance evaluations
  • Provide support to all employees
  • Administer COBRA
  • Review, manage, and administer employee health insurance
  • Administer 401K
  • Ensure Workmen’s Compensation coverage
  • Supervise sick/vacation leave
  • File quarterly and annual payroll taxes
  • Administer and process payroll services to include direct deposit
  • File W-2 on each employee
MARKETING
  • Establish relationships and partner with local businesses, schools, and vendors
  • Conduct regular market research to ensure competitive pricing
  • Develop and coordinate corporate housing programs and participate in local community service events
  • Awarded and Recognized for unique ads and services

 

 

Our functions of Maintenance

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The property management maintenance plan is to maintain properties in excellent physical condition while providing superb customer service. This is accomplished by maintaining thorough day to day, monthly, quarterly, and annual inspections, meeting all state and federal required inspections, and providing quick and effective response to owners, residents, and tenant’s needs, as related.

PLAN COMPONENTS
  • 24 Hour Emergency Maintenance Service
  • Emergency Preparedness and Response Plans: Hurricane Evacuation Routes and Procedures, Fire Drills
  • Mold, Moisture and Humidity Control Management Plan
  • Serve as Liaison between Owners, Development and Construction Company
  • Warranty Management
  • OSHA Compliance
  • Preventative Maintenance Inspections
ANNUAL
  • Fire Protection System and Backflow Preventors
  • Emergency Generators
  • Garages/Parking Decks
  • Chimney Sweep/ Fireplace Inspections
  • Siding and Masonry
  • General Condition of Interior Units (Apartment/Commercial)
  • Water Heater-Valves, Casing Wiring, and Flush Sediments
  • Security Monitoring and Door Hardware
QUARTERLY
  • Elevators
  • Smoke Alarms
  • HVAC Filter Change and Inspect Coils
  • Plumbing, Faucets, and Commodes
MONTHLY
  • Amenities: Swimming Pool, Fountains
  • Lighting: Timers, Brightness and Functionality
  • Pool Room: Chlorinator, Pumps, and Backwash
  • Landscaping and Flowers
PERIODIC
  • Storm Drains Cleaned
  • Roads and Sidewalks
  • Gutters Cleaned and Inspected
  • Roof Inspected
  • Inaccessible Window Cleaning
  • Emergency Lighting
  • Exterior Pressure Washing
  • Outside Hose Bibs
  • Sprinklers and Car Wash Area
  • Landscape Irrigation