Operations Manager

Administrator SOP (Updated)
1. Monitor Dashboard & Email (Every Hour, 8–5)
Check the dashboard every hour for new tasks/issues.
Check email every hour for tenant or owner communication.
Log all tasks in the dashboard immediately.
2. Handle Tenant Maintenance Requests
Request a photo of the issue from the tenant.

Email the owner with the photo, cc the manager.
Contact the apartment complex maintenance office (if applicable) to report the issue.
Confirm within 48 hours that maintenance has scheduled or completed the task.
Update the dashboard status accordingly.
3. Escalate to Outside Vendors
If the problem is not handled by the apartment complex (ex: pest control, tree removal, deep cleaning):
Use the vendor spreadsheet (numbers, door codes, vendor list).
Notify the owner by email.
Update dashboard.
4. Tenant Extensions & Payments
If a tenant requests an extension for late rent:
Administration is authorized to approve extensions and update the dashboard.
Always log the extension and email confirmation to the manager.
5. Spending & Approvals
Any task or expense over $1,200 must be sent to the manager for approval before action is taken.
Anything under $1,200 can be handled directly by administration (following the normal vendor/maintenance process).
6. Tenant Screening / Room Requests
Conduct the 5-question interview for new tenant applications.
Record answers in the dashboard.
Forward results to the manager for final approval.
7. Evictions
When instructed, update tenant status to Eviction in the dashboard.

Email/call the apartment complex to confirm the eviction process.
Log all communications in the dashboard.
8. Monthly Reporting
At month-end:
Collect completed tasks, tenant updates, maintenance issues, and occupancy.
Prepare a one-page summary report.
Send to manager/owners.
9. Inspections
Assist with monthly inspections (attend or conduct as directed).
Document findings in the dashboard.
Share results with owners by email.