Residential Property Administrator

Monthly Duties

First Week

Second Week

Third Week

Fourth Week

General Duties

First Week

1. Provide CM of upcoming renewals in the next 2-3 months.

Press “expiring leases #” will show you what leases are expiring – Excel this and send to CM

2. Prepare Two Month Notice of Intention Form. ORT Form 15

1

Start form 15 for all tenants that apply – Form can be found at link (https://publications.saskatchewan.ca/#/categories/323)
2

Fill out form, send to CM for signature
3

Once you get the form back from CM, email or mail it to the tenant with the new lease attached.
4

Diarize to follow up with tenant in 30 days of sending intention.
5

If tenant chooses to renew, Enter their renewal date in Yardi

Go on a the tenant profile you are renewing > “Functions” > “Renew Lease”

Fill out the highlighted – The new term, may it be 6-month or 12-month > Fill out the end date of lease renewal > enter if the rent changed, if stayed the same do not need to change anything else > Press “Save” and Yardi will renew the lease and charges

3. Move Ins

Reference the residential dashboard for upcoming Move Ins – You can either press “move in” from the screen above or go on the tenant profile (below picture)

If you are moving a tenant in from the prospect pipeline it can be found below

Press the tenant name to take you to the guest card screen to add all the required information. Once everything is entered and processes are done you can activate the lease and move the tenant in like shown above

After you press move in, it will take you to a screen like below. Make sure to adjust dates to the proper move in months.

Press “save” if everything looks correct (especially the rental amount should match the lease amount) – Press “post” after you press save and then the tenant will be moved in.

After you move the tenant in you need to create security deposit charges, found below.

Charge code: deposit

Net $: Either half the rental amount or full (typically always half when they pay two parts)

Notes: first half security deposit, second half security deposit, full deposit

Due Date & Post Month: first half security deposit should be the same as lease start date, second half should be put as 60 days later.

Press save after all is entered

4. Move Outs

Just like Move Ins – Reference the residential dashboard for upcoming Move Outs – You can either press “move out” from the screen above or go on the tenant profile (below picture)

After you press “Move Out” it has moved the tenant out, now you will need to work on their Security Deposit – Deposit Accounting button in Yardi.

Reference the Move Out form the site managers give you before you do anything else:

look at the move out form, if there are damages or cleaning to the suite, money needs to be deduced from the security deposit (the site managers will put an amount on how much to deduct for each item)
if no damages or cleaning, the tenant will get a full refund of their security deposit and no extra entry is needed

Deposit Accounting – can either be found on the dashboard or the tenants profile as shown below:

Press “deposit accounting at the top” will show you all the deposit accounting that needs to be done, DO NOT DO DEPOSIT ACCOUNTING UNTIL YOU GET MOVE OUT FORM BACK. Then Press “deposit Acctg” beside which tenant you are working on

When you press deposit accounting it will take you to a screen below:

IMPORTANT: ALWAYS CHECK OFF “PRINT STATEMENT” AND PRINT OFF TWO COPIES FOR THE ACCOUNTANT AND SAVE IN TENANT FOLDER IN ODRIVE

Some tenants screens may show charge under the security deposit credit, some may just show the security deposit – varies between tenant and situation.

IMPORTANT:

always enter a forwarding address into the highlighted area – this is where the accountants mail the cheque to
if there are cleaning or damage charges enter them in the highlighted blank lines below the security deposit credit. Example shown in below image

The main charge codes used for deposit accounting is: “sclean” , “cclean”, “damages”. It all depends on how each property is set up.

Once you click “post” this screen will pop up. PDF this and save in tenant folder in the Odrive and print off 2 of these and give to the proper accountant for that property.

Last Step of Move Out:

If you are keeping any kind of money from the security deposit i.e damages, suite cleaning, etc. you NEED to fill out ORT form 13/14 within 7 business days starting the 1st of the month (if this form is not filled out and emailed to the tenant within 7 business days the tenant can fight us on keeping the security deposit)

The form can be found at this link: Publication Centre (saskatchewan.ca)

This form needs to be filled out, sent to the landlord (Dawn for right now) to sign, then emailed to the tenant with an attached copy of the move out form.

5. Other Weekly Tasks

1

Update the vacancy scorecard for the weekly meetings. (“O:\NCM\CLIENT FILES\ACTIVE\RENTALS\SYSTEMS\RENTAL VACANCIES\2021-09-09 NGC Rental Vacancies.xlsx”)
2

Ensure all files are updated in the system and paper files – all documents are scanned in the Odrive
3

Go through and update process street checklists for recurring processes
4

Review, update, prepare rent rolls for each property and file pdf in O drive property specific folder – (Under Governance & Compliance > Leasing > Reporting > Rent Roll or Roster)

Enter “property”, Enter “date to” as current date, Enter “report type” as “rent roll”, Press Display to Show Report, Press “PDF” to save report in the property specific Odrive folder for each property

Second Week

1. Collections 8th-10th of the month: Follow up on any tenants that have not paid rent after initial follow up (Press “analytics” at the top – Press “AR analytics”)

The screen above will pop up. Ensure all the highlighted stuff is filled in as shown above **Make sure “as of month” is the month you are working in** – Press “Display” and Excel the report.
Save this report in this file path O:\NCM\CLIENT FILES\ACTIVE\RENTALS\RESIDENTIAL\+AR COLLECTIONS\AR Collections (Residential) – Sarah
Send this report to the CM for further review and recommendations

Contacting Process:

Email, call, or send a letter to the tenant (whichever contact information we have with them)
Typically email is the first form, call to follow up if there is no tenant email on file, send a letter if there is no email or phone # on file
my email template as follows below:

Good afternoon,

This is a reminder that November 2021 rent payment is due. A total of $950

Please make payment as soon as possible.

Any further questions do not hesitate to contact our office.

Regards,

The letter to send to the tenants if they have no contact information can be found here: “O:\NCM\CLIENT FILES\ACTIVE\RENTALS\SYSTEMS\2.2 Standard Forms\Rental Applications & Forms\Leasing\Notices templates\arrears first notice template.docx”
There is no formal way of contacting, as long as you contact the tenant and make them aware they have paid and they respond with either a payment plan or saying they will pay.

2. Marketing

1

Ensure rentals website is accurate and up to date with current vacancies (Facebook Marketplace, Rentsync, Lethub)
2

Update and provide feedback on rental incentives
3

Ensure photos are up to date on website

3. Other Weekly Tasks

1

Update the vacancy scorecard for the weekly meetings. (“O:\NCM\CLIENT FILES\ACTIVE\RENTALS\SYSTEMS\RENTAL VACANCIES\2021-09-09 NGC Rental Vacancies.xlsx”)
2

Ensure all files are updated in the system and paper files – all documents are scanned in the Odrive
3

Go through and update process street checklists for recurring processes

Third Week

1. Follow Up Collections

1

Communicate & meet with CM on any outstanding collections and make recommendations
2

Charge any late fees as necessary – $30/month
3

Prepare possibly filing ORT forms for late residential rents. Confirm with CM – ORT Form 7 – Immediate Notice to Vacate and Notice of Arrears, can be found at link: https://publications.saskatchewan.ca/#/products/23732
4

Send second arrears letters to tenants who have not paid – use the first notice template and change the title to second arrears notice: “O:\NCM\CLIENT FILES\ACTIVE\RENTALS\SYSTEMS\2.2 Standard Forms\Rental Applications & Forms\Leasing\Notices templates\arrears first notice template.docx”

2. Other Weekly Tasks

1

Update the vacancy scorecard for the weekly meetings. (“O:\NCM\CLIENT FILES\ACTIVE\RENTALS\SYSTEMS\RENTAL VACANCIES\2021-09-09 NGC Rental Vacancies.xlsx”)
2

Enter any new leases or renewals into Yardi and initiate checklist
3

Go through and update process street checklists for recurring processes
4

Ensure all files are updated in the system and paper files – all documents are scanned in the Odrive

Fourth Week

1. Prepare for Month End Move Outs/Ins

1

Review & provide CM with move out/ins for the end of current and start of next month
2

Provide Move outs/ins to Site Managers. Confirm they have the move in document

2. Send Monthly Financial Statements

1

The accountants will let you know when their property financial statements are ready to be combined and sent to the owners. (DO NOT SEND OR COMBINE UNTIL THEY LET YOU KNOW)
2

The financials for all residential properties are found in the ODrive below: O:\NCM\CLIENT FILES\ACTIVE\RENTALS\RESIDENTIAL\+MONTHLY REPORTS
3

The bank recs for each residential property is found the in the specific property folder under “Financial Management” for example PCP: “O:\NCM\CLIENT FILES\ACTIVE\RENTALS\RESIDENTIAL\Prince Charles Place\Financial Management\Accounting\Bank Recs”
4

Use Adobe Acrobat to combine the financials in PDF form.
5

The accountants will label the documents in the order they need to be combined typically 1 through 6. or 7 through 10 for the bank recs.
6

To send the financials to the owners: Go on outlook, to the two people icon > press “Nicor Group Board Contacts” > press the property you are planning on sending > press “send email”
7

There is an email template to follow that is to be sent to the owners – a need to know on this is found here: “O:\NCM\CLIENT FILES\ACTIVE\RENTALS\Email List How to.docx”
8

There is a email list excel sheet you need to check off once done to keep track of which you have sent to owners for that month (ONLY SEND THE RESIDENTIAL ONES – ALIX SEND’S THE COMMERCIAL ONES): “O:\NCM\CLIENT FILES\ACTIVE\RENTALS\Email List.xlsx”

3. Other Weekly Tasks

1

Update the vacancy scorecard for the weekly meetings. (“O:\NCM\CLIENT FILES\ACTIVE\RENTALS\SYSTEMS\RENTAL VACANCIES\2021-09-09 NGC Rental Vacancies.xlsx”)
2

Enter any new leases or renewals into Yardi and initiate checklist
3

Tenant contact management. Review contact reports in Yardi and fill in holes or contact to confirm information is up to date.
4

Ensure all files are updated in the system and paper files – all documents are scanned in the Odrive
5

Go through and update process street checklists for recurring processes

General Duties

1. General Duties

1

Maintain suite inventory lists
2

Keep Yardi clean and up to date
3

Keep the ODrive clean and up to date
4

Ensure rentals website is accurate and up to date with current vacancies (Facebook Marketplace, Rentsync, Lethub)
5

Respond to tenants about enquires of rental account
6

Prepare and track ORT filings
7

Prepare and distribute tenant notices as directed by site managers or CM
8

Contact Management
9

Assist with Owner Meeting preparations and initiating check lists

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