How Often Will I Hear From My Property Manager?

How Often Will I Hear From My Property Manager?

As a property owner, it’s natural to have questions and concerns about how often you will hear from your property manager. After all, you want to make sure that your property is being taken care of, but you also don’t want to be bombarded with unnecessary emails and phone calls.

In this comprehensive guide, we will explore the various instances when you should expect to hear from your property manager, ensuring that you stay informed and involved in managing your rental property.

  1. During the On-Boarding Process
  2. When you first hire a property manager, you can expect to hear from them frequently during the onboarding process. They will need to gather information about your property, your tenant screening criteria, and your expectations for their services.

    They will also need to explain their property management process to you and answer any questions you have. This is the time where you will be in regular communication with them and hear from the management company most frequently.

  3. During the Tenant Screening & Leasing Process
  4. Once a tenant is found, your property manager will be in touch with you to coordinate the next steps. The property management company will be responsible for screening the tenant and making sure that they meet your criteria. They will also coordinate the move-in process for you.

  5. When There Are Maintenance Issues
  6. If there are any maintenance issues at your property, your property manager will be in touch with you to let you know. They will also work with you to resolve the issue as quickly as possible.

    Depending on the nature of your property management contract, the company may already be funded to handle the issue, or you may be contacted for funding. Either way, the company should handle all service arrangements and ensure the tenant is cared for properly.

    For example, at 512-Society Property Management, we will assign, follow up with, and pay all vendors hired to perform any services on your property. All of our vendors are vetted and certified to ensure legal compliance, as well as current insurance & bond compliance.

    We also offer a 24/7 maintenance hotline for your residents, so they can always get help when needed. We’ll manage all the repairs, coordination, and payment for you, so you can rest easy knowing that your property is in good hands.

    Your monthly statement and alerts will come to you via your online portal and/or email for convenience and transparency.

  7. During Scheduled Check-Ins
  8. Your property manager will schedule regular check-ins with you to discuss the status of your property. They will also provide you with updates on maintenance, rent collection, and other matters.

    Some of the topics covered in scheduled check-ins are detailed below:

    Property Condition Reports

    Your property manager will provide you with regular property condition reports. These reports will document the condition of your property and any maintenance issues that need to be addressed.

    Accounting & Rent Collection

    When a new tenant moves into your property, 512-Society will collect all their move-in funds on your behalf. This includes the security deposit, the first month’s rent, and any other fees that are required.

    We will then process all of this information and provide you with a full ledger of the account. This ledger will include a breakdown of all of the funds that were collected, as well as the date and time that they were received. We will also retain this information in our system for up to 7 years in the Activate Tenant portal. This is for accounting and legal purposes.

    Rental Property Maintenance

    Your property manager will schedule all routine and preventative maintenance for your property. 512-Society Property Management will upload this information into your customer portal, but they will also be available to discuss the maintenance if you have questions.

    Routine maintenance may include things like lawn care, snow removal, and pest control.

    Turnover & Lease Renewals

    When your tenants’ leases expire, your property manager will be in touch with you to discuss lease renewals. They will also handle the turnover process when your tenants move out.

  9. If There Are Legal Issues
  10. If there are any legal issues at your property, your property manager will be in touch with you to discuss them. They will also work to resolve the issues as quickly as possible.


We Are Here in Central Texas When You Need Us!

As you can see, there are many different times when you can expect to hear from your property manager. However, the frequency of communication will vary depending on your individual needs and preferences. If you have any questions or concerns, be sure to contact your property manager directly.

At 512-Society, we understand that every landlord is different. That’s why we offer a customized property management solution that meets your specific needs. We are here in Central Texas when you need us and are committed to providing you with the highest level of service.

Contact us today to learn more about how we can help you manage your property.

About the Author: Jessica Duncan is the 512 Society Property Management Broker. She and her family opened the business in 2005 and has assisted more than 12,000 clients with professional and reliable management services. Call 512-990-3551 for more information.