Personalized Property Management Company
Association Name:
New Community Process Checklist
Management Start Date:
**** The Assigned Manager is responsible for implementation and follow through for these procedures. Any challenges and specific issues should be reported to a supervisor.
Note: This checklist should be updated each evening and a copy submitted to the Office Manager & Director of Management.
New Community Process Checklist
Responsible Party
Activity
Activity Signoff
Status
Notes
1
Pre Contract Start Date
2 Secure signed contract from Board and Scan to Folder on server
PPM Rich
3 Assign Manager
PPM Rich
4 Assign Bookkeeper
PPM Jessica
Obtain Owner list from Previous Mgmt Company
5
M Caren
Prepare PPM Welcome letter with proper assigned names for Board approval Determine who will send monthly statements for start month Coordinate opening of bank accounts and completion of Signature cards. Obtain Vendor list from Previous Mgmt. Company or Board
6
PPM Rich
7
B
PPM
8
Mgr / Jessica
M/A
9
M
Create Association After-Hours Call Sheet
10
M
Provide Answering service with Vendor list and Manager assignment and start date Arrange for pick up of records from previous Management Company
11
M
12
M
13
Days 1 - 15
Locate and review Vendor contracts for proper insurance and licenses Obtain final financial statement from previous Management Company Coordinate gate information gate department (if necessary) Coordinate gate cards, clickers, various keys, etc. to the front desk. Coordinate with accounting clerk and controller to retrieve all pertinent financial information Arrange for transortation of all unnecessary records to off site storage facility
14
M Rebecca
15
B
16
M Heidi
17
M
18
M
19
M
Rich
Set up FILE FOLDER on server
20
PPM Caren
Set Up Account on DATA TRUST
21
A Jessica
Set up Account on WEST Copier
22
PPM Nick
Set up Account on EAST copier
23
PPM Nick
Set up Account on Postage Machine
24
PPM Nick
Update Association Listing on spreadsheet
25
PPM Nick
Email entire staff an announcement with details of manager & bookkeeper and number of units.
26
PPM Nick
Create Association Property Info data sheet
27
M
Order updated insurance Cert to include PPM as additional insured.
28
PPM Rebecca
Create Association Calendar with annual recurring events
29
M
Verify if an Audit or Review is needed at this time. Determine need for Owner information Update per Civil Code §4041 Process Secretary of State Information forms
30
M
31
PPM
32
PPM Rebecca
Send Gov Docs & Insurance to Escrow Dept.
33
M
Review Gov Docs for completeness
34
PPM Caren
35
Update Collection policy with PPM address information Is the email authorization form… On File or needs to be sent out again?
PPM
36
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