Getting a vacant property ready for move in is known as “Rehab”.  In order to be consistent and not overlook any area that needs to be addressed, a system has been created to complete the first walk through inspection, repairs and final walk through inspection of the rehab process.  It is the inspector’s responsibility to update the information daily in M1 Software as each stage is completed.  There are 17 days (start to finish) allotted to complete the rehab.  Therefore, it is crucial to stay organized, follow the system, and follow up with Vendors and owners to meet each deadline. Here is an example of the approximate rehab schedule:  (Assume FWT is on a Tuesday)

Day 1:   First Walk Through Inspection (FWT)

1. Work up Job Estimate

2. Email work estimate to Vendor from M1Software

3. Send owner email that have completed your FWT and will contact him in about 48hrs

Day 3:   Receive estimate from Vendor or Vendors via M1 Vendor portal (You will be notified by Email)

1. Edit your Job Estimate based on any estimates you received from your vendor

2. Email Job Estimate to Owner

3. Call owner to go over Job Est and request funds to be sent in Via Email ( Recommend not having them mail it)

Day 4-8: Receive funds from owner. If funds are over $3,000 work orders can’t be issued until funds clear the bank, typically 36 hours.

1. Accounting will call to ensure the funds cleared.

            2. Issue Work Orders and schedule your final walk through date in your calendar

Day 12-16:   Final Walk Through or Request Vendor to go back for any pick up items.

Day 17: Final Walk Through (Drop Dead Date)

The biggest delay will be awaiting funds from owners.  Since you are able to accept checks by fax, email or receive funds electronically, this should provide adequate time to get work completed and a final inspection done prior to the scheduled resident move-in, periodically, back-ordered parts or carpet may delay the rehab, therefore it is critical to complete the early stages as quickly as possible. Your clear communication with the owner with a sense of urgency to have funds remitted ASAP will aid in your success to complete all work within the time frames allotted.

If a delay becomes evident, notify the leasing department immediately so they can contact the resident scheduled to move in to see if they can delay their move in date and then you adjust the move in date in the Resident Move-In Ledger.  If a property has not been rented yet, you must appropriately adjust the availability date in the M1 software to compensate for any delays.  This is done in the RML. However, if a property is already rented, it is adjusted in the RML only if the leasing rep is able to extend the move-in date. If the property is not rented, the property inspector adjusts the availability date.