Role catalogs

Regional Manager workflow catalog

a property management leader who oversees a portfolio of communities and their managers and reports performance to owners

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105
workflows in this catalog
1
industryProperty Management 105
4
areas of workLargest: HR, Payroll & Workforce (31)
52k
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Regional Manager

Area

105 workflows

Regional Manager · 4 areas · about 52k hrs/yr

Property Management (105 workflows)

HR, Payroll & Workforce (31)

about 25,782 hrs/yr

  1. Timecard collection (Daily, about 2,250 hrs/yr) Timecard collection gathers hours from timekeeping systems, mobile punches, and paper timesheets for every hourly employee, site by site, each pay period.
  2. Timecard correction (Daily, about 2,250 hrs/yr) Timecard correction fixes missed punches, wrong job codes, or wrong properties, with both the employee's and the manager's approval on record.
  3. Position requisition (Weekly / Biweekly, about 806 hrs/yr) A position requisition requests approval to fill an opening at a property, stating title, pay range, schedule, budget line, and whether the role is a replacement or new.
  4. Applicant screening (Weekly / Biweekly, about 806 hrs/yr) Applicant screening reviews candidates for leasing, maintenance, and office roles against minimum qualifications such as licenses, experience, and schedule availability.
  5. Interview scheduling (Weekly / Biweekly, about 806 hrs/yr) Interview scheduling books candidates with hiring managers across properties, sending calendar invitations and reminders by email or SMS and rescheduling when plans change.
  6. Offer (Weekly / Biweekly, about 806 hrs/yr) The offer letter states position, pay, schedule, start date, and contingencies such as a background check, and is approved before it reaches the candidate.
  7. Background check (Weekly / Biweekly, about 806 hrs/yr) Employment background checks run after an offer with the candidate's standalone FCRA disclosure and authorization, and require pre-adverse and adverse action notices before any withdrawal.
  8. Property assignment (Weekly / Biweekly, about 806 hrs/yr) Property assignment links an employee to the properties they serve, which drives payroll allocation, property system access, and reporting lines to regional managers.
  9. Manager time approval (Weekly / Biweekly, about 806 hrs/yr) Manager time approval has each supervisor review and approve the team's hours, overtime, and job coding before the payroll processing deadline.
  10. On-call pay calculation (Weekly / Biweekly, about 806 hrs/yr) On-call pay calculation applies the company's on-call stipend and pays for time spent responding to calls, which may count as hours worked under wage rules.
  11. Bonus/commission calculation (Weekly / Biweekly, about 806 hrs/yr) Bonus and commission calculation pays leasing agents per lease or renewal and managers on performance targets, exactly as the written plan states.
  12. Payroll preprocessing (Weekly / Biweekly, about 806 hrs/yr) Payroll preprocessing gathers approved hours, pay changes, bonuses, deductions, and new hires into the payroll system before the processing deadline.
  13. Payroll submission (Weekly / Biweekly, about 806 hrs/yr) Payroll submission finalizes and sends the run to the payroll provider or processing engine, with funding confirmed in the bank account beforehand.
  14. Payroll allocation to properties (Weekly / Biweekly, about 806 hrs/yr) On the HR side, payroll allocation assigns each employee's wages and burden to properties by assignment or hours worked, feeding owner billing and property financials.
  15. Benefits administration (Weekly / Biweekly, about 806 hrs/yr) Benefits administration handles open and new-hire enrollment, qualifying life events, carrier updates, and COBRA notices for health, dental, and retirement plans.
  16. PTO request (Weekly / Biweekly, about 806 hrs/yr) PTO requests record the time off requested, the balance available, and the manager's approval, with coverage planned so the property stays staffed.
  17. Leave administration (Weekly / Biweekly, about 806 hrs/yr) Leave administration handles FMLA, state family leave, disability, and other protected leave: eligibility, notices, medical certification, and return to work.
  18. Training assignment (Weekly / Biweekly, about 806 hrs/yr) Training assignment enrolls employees in required courses (fair housing, safety, software, harassment prevention) by role and deadline in the LMS.
  19. Fair housing training tracking (Weekly / Biweekly, about 806 hrs/yr) Fair housing training tracking confirms leasing, management, and maintenance staff complete fair housing courses at hire and on the schedule policy or state rules require.
  20. Maintenance certification tracking (Weekly / Biweekly, about 806 hrs/yr) Certification tracking records technicians' EPA Section 608, pool operator, electrical, and other trade credentials, with issuing body and any expiration or renewal dates.
  21. Compensation change (Weekly / Biweekly, about 806 hrs/yr) Compensation changes record raises, promotions, and adjustments with effective date, reason, and approval chain, updating the HRIS and payroll together.
  22. Employee transfer (Weekly / Biweekly, about 806 hrs/yr) Employee transfer moves staff between properties or roles, updating assignment, manager, system access, and payroll allocation on the effective date.
  23. Termination/offboarding (Weekly / Biweekly, about 806 hrs/yr) Offboarding ends employment: final pay under state timing rules, access removal, key and equipment return, benefits notices, and exit documentation.
  24. Uniform/tool issuance (Weekly / Biweekly, about 806 hrs/yr) Uniform and tool issuance records items given to maintenance staff, such as uniforms, hand tools, radios, and phones, and tracks their return.
  25. On-call schedule (Weekly / Biweekly, about 806 hrs/yr) The on-call schedule assigns technicians to after-hours coverage by week and shares it with the answering service and the residents' emergency line.
  26. Temporary staffing request (Weekly / Biweekly, about 806 hrs/yr) Temporary staffing requests order temp leasing or maintenance staff from agencies to cover vacancies, leave, or peak turn season, within an approved budget.
  27. Overtime review (Daily / Weekly, about 546 hrs/yr) Overtime review checks hours over 40 in a workweek for non-exempt employees, plus any daily overtime a state requires, and whether the overtime was approved in advance.
  28. Payroll reconciliation (Daily / Weekly, about 546 hrs/yr) After each payroll run, the register must agree with bank debits, tax deposits, benefit deductions, and GL entries.
  29. Performance review (Daily / Weekly, about 546 hrs/yr) Performance reviews rate employees on goals and competencies on a set schedule, with manager and employee input stored in the HRIS.
  30. Employee onboarding (Per event / project, about 150 hrs/yr) Onboarding gets a new hire ready: Form I-9 within three business days of starting, tax forms, direct deposit, policies, system access, uniforms, and training.
  31. Employee master setup (Per event / project, about 150 hrs/yr) Employee master setup creates the employee record in the HRIS and payroll: position, pay rate, property, tax setup, benefits eligibility, and manager.

Property & Entity Onboarding (30)

about 10,122 hrs/yr

  1. Chart of accounts mapping (Per property, about 552 hrs/yr) Mapping ties the prior manager's or owner's chart of accounts to the company chart line by line, so opening balances, history, and owner reports translate correctly and no account is left unmapped.
  2. Opening balance import (Per property, about 552 hrs/yr) At cutover, the prior trial balance becomes the new ledger's opening position: cash, receivables, deposits held, payables, prepaids, and equity, supported by closing statements from the seller or prior manager.
  3. Tenant/resident data migration (Per property, about 552 hrs/yr) Resident migration moves every current household into the new system: names, contact details, unit, lease dates, rent, occupants, pets, vehicles, and balances, exported from the prior system and cleaned in Excel.
  4. Lease data migration (Per property, about 552 hrs/yr) Lease migration records each lease's start and end dates, rent, recurring charges, concessions, deposits, and renewal status, then attaches the signed lease PDF, so billing is right from the first cycle.
  5. Vendor data migration (Per property, about 552 hrs/yr) Vendor migration brings over active vendors with legal names, remit-to addresses, tax IDs, 1099 status, payment method, insurance certificates, and contract terms, dropping duplicates and dormant vendors along the way.
  6. Security deposit balance migration (Per property, about 552 hrs/yr) Every resident's security, pet, and other deposits must arrive in the new ledger intact, reconciled to the deposit bank account and the prior manager's deposit liability report at cutover.
  7. Open AP migration (Per property, about 552 hrs/yr) Open AP migration carries over unpaid vendor invoices at cutover with invoice numbers, dates, amounts, and GL coding, so the old and new managers never both pay the same bill and nothing is dropped.
  8. Open AR migration (Per property, about 552 hrs/yr) Open AR migration transfers each resident or tenant's unpaid charges by charge code and original date, preserving aging so late fees, collections, and deposit dispositions calculate correctly in the new system.
  9. Utility account transition (Per property, about 552 hrs/yr) Common-area and vacant-unit electric, gas, water, sewer, and trash accounts move into the owner's or manager's name, with account numbers, start dates, and billing addresses taken from the utility portals.
  10. Property team assignment (Per property, about 552 hrs/yr) A new property needs a name in every seat (property manager, assistant, leasing agents, maintenance supervisor, regional manager, accountant) so work queues, approvals, and notifications reach the right people.
  11. Resident portal activation (Per property, about 552 hrs/yr) Portal activation invites every current resident to register so they can pay rent online, submit maintenance requests, and receive notices, then tracks who has signed up and who still needs a nudge.
  12. Historical document migration (Per property, about 552 hrs/yr) Years of leases, applications, inspection reports, notices, vendor contracts, and correspondence move from the prior manager's files into the new system and SharePoint, indexed by unit, resident, and document type.
  13. Post-conversion audit (Per property, about 552 hrs/yr) After conversion, a sample of leases, balances, recurring charges, vendors, and deposits is checked against source documents, and every error and correction is documented for the owner.
  14. Go-live reconciliation (Daily / Weekly, about 546 hrs/yr) After go-live the team checks the first cycles: rent roll against leases, bank balances against the ledger, first charges and payments posted correctly, and deposits held against the prior manager's report.
  15. New property onboarding project (Per event / project, about 150 hrs/yr) Once a management contract is signed, onboarding runs a long checklist: entity and property setup, bank accounts, data migration, vendors, utilities, insurance, portals, and staff access, all tracked to a go-live date.
  16. Property master setup (Per event / project, about 150 hrs/yr) Every new property starts as one master record: legal name, address, owner entity, property type, unit count, fiscal year, accounting basis, fee terms, and reporting attributes, from the management agreement and setup sheet.
  17. Building master setup (Per event / project, about 150 hrs/yr) Building setup adds each building under the property with its address, floor count, year built, square footage, and amenities, so units, inspections, and work orders attach to the correct structure.
  18. Unit/suite master setup (Per event / project, about 150 hrs/yr) Unit setup loads every unit or suite with its number, building, floor plan, bedrooms, baths, square footage, market rent, and status, usually from a seller spreadsheet that needs cleanup before import.
  19. Entity/legal owner setup (Per event / project, about 150 hrs/yr) Entity setup records the owning LLC or partnership: legal name, EIN, address, ownership percentages, fiscal year, and bank relationships, drawn from the operating agreement and IRS letter so owner reporting and 1099s come out right.
  20. Management company setup (Per event / project, about 150 hrs/yr) Before fees can calculate, the managing entity itself must exist in the system, with fee structures, reimbursable payroll rules, corporate bank accounts, and the list of properties it manages.
  21. Bank account setup (Per event / project, about 150 hrs/yr) Bank account setup links each operating, security deposit, and reserve account to its property and GL cash account, with routing and account numbers, check stock settings, and signers confirmed from the bank's welcome letter.
  22. Lockbox/payment setup (Per event / project, about 150 hrs/yr) Payment setup connects the property to its lockbox, online payment provider, and merchant accounts, so resident checks, card payments, and ACH receipts land in the right bank account and property ledger.
  23. Recurring charge setup (Per event / project, about 150 hrs/yr) Recurring charge setup schedules rent, pet rent, parking, storage, utilities, and fees for each lease, with amounts, start and end dates, and charge codes, so the monthly charge run bills correctly.
  24. Insurance policy setup (Per event / project, about 150 hrs/yr) Insurance setup records property, liability, umbrella, and flood policies: carrier, policy number, limits, deductibles, premium, term, and additional insureds, so renewals, accruals, and lender requirements stay tracked.
  25. Property tax account setup (Per event / project, about 150 hrs/yr) Tax setup records each parcel: parcel number, taxing authority, assessed value, installment due dates, escrow status, and payment method, pulled from the county website and the prior owner's tax bills.
  26. License/permit setup (Per event / project, about 150 hrs/yr) License setup records the rental registration, business license, and elevator, pool, boiler, and fire permits the property needs, with issuing agency, number, expiration date, and renewal fee for each.
  27. User security setup (Per event / project, about 150 hrs/yr) User security setup grants each staff member access to the new property with the right role (leasing, maintenance, accounting, or management) plus approval limits and report permissions.
  28. Owner portal setup (Per event / project, about 150 hrs/yr) Owner portal setup creates logins for each owner or investor contact, links them to their properties and entities, and controls which statements, reports, and documents each one can see.
  29. Document folder setup (Per event / project, about 150 hrs/yr) Folder setup creates the standard SharePoint structure for the property (leases, accounting, maintenance, insurance, legal, owner reports) with permissions matching the assigned team.
  30. Integration setup (Per event / project, about 150 hrs/yr) Integration setup connects the property to payment processing, screening, ILS feeds, utility billing, and accounting exports, entering property codes, partner IDs, and settings in each partner portal.

Executive & Portfolio Strategy (19)

about 9,082 hrs/yr

  1. Acquisition underwriting handoff (Weekly / Monthly, about 650 hrs/yr) When a deal closes, underwriting assumptions (rent roll, budget, capex plan, staffing, debt terms) pass from acquisitions to operations, so the new property's budget and reporting start from numbers the investment committee approved.
  2. Disposition preparation (Weekly / Monthly, about 650 hrs/yr) Before a sale, the team assembles due diligence: trailing twelve-month statements, the current rent roll, leases, service contracts, capex history, and open work orders, then posts everything to a data room for buyers.
  3. Portfolio occupancy review (Daily / Weekly, about 546 hrs/yr) Every week someone exports physical and economic occupancy, notices to vacate, and pre-leased units for each property, compares them to budget and last week, and sends leadership the properties slipping below target.
  4. NOI review (Daily / Weekly, about 546 hrs/yr) NOI review compares actual net operating income with budget and prior period for each property, using the income statement, rent roll, and expense detail, then explains which revenue or expense lines moved it.
  5. Same-store performance review (Daily / Weekly, about 546 hrs/yr) Acquisitions, sales, and lease-ups distort portfolio trends, so same-store review isolates properties owned and stabilized in both periods and compares their revenue, expense, NOI, and occupancy.
  6. Rent growth review (Daily / Weekly, about 546 hrs/yr) Rent growth review tracks new-lease and renewal trade-outs, effective rent after concessions, and in-place rent by unit type, comparing each property with budget, prior year, and its competitive survey.
  7. Delinquency trend review (Daily / Weekly, about 546 hrs/yr) Delinquency trend review compares resident balances by aging bucket, property, and month, separating current rent from older debt, payment plans, and pending evictions, to show whether collections are improving or slipping.
  8. Turnover trend review (Daily / Weekly, about 546 hrs/yr) Turnover review counts move-outs against average occupied units, sorts them by reason code (home purchase, relocation, rent increase, skip, eviction), and compares annualized turnover by property with budget and last year.
  9. Maintenance KPI review (Daily / Weekly, about 546 hrs/yr) Open work order counts, average days to complete, emergency response times, repeat requests, and make-ready days come from the work order system and are compared across properties and regions.
  10. Capex plan review (Daily / Weekly, about 546 hrs/yr) Capex plan review checks each approved capital project's budget, committed purchase orders, paid invoices, and schedule against the annual capex plan, catching overruns, stalled projects, and unspent reserves before quarter end.
  11. Portfolio cash forecast (Daily / Weekly, about 546 hrs/yr) The portfolio cash forecast projects each property's operating cash over the coming weeks: expected collections, scheduled payables, debt service, distributions, and capex draws, built from bank balances, AP aging, and the rent roll.
  12. Property watchlist review (Daily / Weekly, about 546 hrs/yr) Properties land on the watchlist when they breach set triggers: occupancy below target, delinquency above limit, NOI under budget, open life-safety items.
  13. Regional performance review (Daily / Weekly, about 546 hrs/yr) Regional review compares properties within one region on occupancy, leasing velocity, delinquency, NOI, turn time, and resident satisfaction, producing a ranked scorecard for the regional manager's weekly call with site teams.
  14. Staffing model review (Daily / Weekly, about 546 hrs/yr) Staffing model review compares actual headcount and payroll hours at each property with the staffing standard for its unit count and asset type, surfacing understaffed sites, excess overtime, and open positions.
  15. Management fee profitability review (Daily / Weekly, about 546 hrs/yr) Fee profitability review sets management fee revenue for each owner contract against allocated payroll, overhead, and staff time, showing which contracts make money and which need repricing at renewal.
  16. Portfolio risk review (Daily / Weekly, about 546 hrs/yr) Portfolio risk review surveys insurance coverage, open claims, litigation, code violations, loan covenant headroom, lease expirations, and life-safety inspections across properties, then updates a risk register for executives.
  17. Annual portfolio budget (Annual / Periodic, about 46 hrs/yr) Each budget season, property-level budgets for revenue, occupancy, operating expense, and capex arrive as Excel templates, get tied to actuals in the property system, and roll up into the board budget book.
  18. Annual operating plan (Annual / Periodic, about 46 hrs/yr) The operating plan turns the approved budget into targets for occupancy, rent growth, turnover, staffing, and capex timing by region, written into a SharePoint plan document and tracked against monthly KPIs in BI.
  19. Owner/board reporting (Annual / Periodic, about 46 hrs/yr) Owner and board reporting assembles financial statements, KPI summaries, capex status, and written commentary into a periodic package, formatted in the approved template and distributed by email or SharePoint.

Owner & Investor Reporting (25)

about 6,972 hrs/yr

  1. Owner statement review (Daily / Weekly, about 546 hrs/yr) Statement review checks each owner statement for unusual items, missing income, miscoded expenses, and correct management fees before it is released to the owner.
  2. Distribution calculation review (Daily / Weekly, about 546 hrs/yr) Distribution review checks the calculated owner distribution against cash, reserves, open payables, and management agreement terms before any payment is released.
  3. Partner capital account reconciliation (Daily / Weekly, about 546 hrs/yr) Capital account reconciliation ties each partner's contributions, distributions, and allocated income to the GL and the terms of the partnership agreement.
  4. Property management fee review (Daily / Weekly, about 546 hrs/yr) Fee review checks that property management fees charged to owners match the agreements, including minimums, exclusions, and separate leasing or construction fees.
  5. Owner statement generation (Monthly / Quarterly, about 228 hrs/yr) Each month after close, every owner receives a statement for each property: income, expenses, management fees, reserves, distributions, and ending cash.
  6. Owner portal publication (Monthly / Quarterly, about 228 hrs/yr) Portal publication posts approved owner statements, reports, and paid invoices to the owner portal and notifies each owner that new documents are ready.
  7. Monthly owner reporting package (Monthly / Quarterly, about 228 hrs/yr) The monthly package combines financial statements, rent roll, aging, occupancy, work order summary, and commentary into one report for each owner.
  8. Quarterly investor report (Monthly / Quarterly, about 228 hrs/yr) The quarterly investor report summarizes performance, distributions, capital projects, leasing, and local market conditions for fund or syndication investors each quarter.
  9. Budget variance narrative (Monthly / Quarterly, about 228 hrs/yr) The budget variance narrative explains material differences between actual and budget in plain terms: which lines, why, and whether the difference will persist.
  10. Occupancy narrative (Monthly / Quarterly, about 228 hrs/yr) The occupancy narrative explains leased and occupied percentages, move-ins, move-outs, notices to vacate, and leasing trends for the monthly owner report.
  11. Delinquency narrative (Monthly / Quarterly, about 228 hrs/yr) The delinquency narrative explains outstanding resident balances, collection actions, eviction filings, and payment plans for the monthly owner report, with the trend against prior months.
  12. Maintenance narrative (Monthly / Quarterly, about 228 hrs/yr) The maintenance narrative summarizes work orders, response times, major repairs, preventive maintenance, and turn activity for the owner report each period.
  13. Capex narrative (Monthly / Quarterly, about 228 hrs/yr) The capex narrative reports capital project status (scope, budget, spend to date, schedule, open issues) for owners and investors every period.
  14. Distribution payment (Monthly / Quarterly, about 228 hrs/yr) Investor distribution payment sends approved distributions to owners and investors by ACH or check, with a notice showing the amount, period, and basis.
  15. Capital call calculation (Monthly / Quarterly, about 228 hrs/yr) Capital projects, operating shortfalls, and acquisitions can require new equity.
  16. Capital call notice (Monthly / Quarterly, about 228 hrs/yr) Capital call notices tell investors the amount, purpose, due date, and wire instructions, as the partnership or operating agreement requires.
  17. Investor contribution posting (Monthly / Quarterly, about 228 hrs/yr) Contribution posting records capital received from investors, matching incoming wires to capital call notices and updating each investor's capital account.
  18. Asset management fee calculation (Monthly / Quarterly, about 228 hrs/yr) The fund or partnership agreement sets the asset management fee, often a percentage of committed capital, invested equity, or asset value, and the calculation applies those terms.
  19. Waterfall/distribution model support (Monthly / Quarterly, about 228 hrs/yr) Waterfall support feeds cash flow and capital data into the distribution model that allocates cash among preferred return, return of capital, and promote tiers.
  20. Lender reporting (Monthly / Quarterly, about 228 hrs/yr) Lender reporting sends lenders the operating statements, rent rolls, and certifications the loan agreement requires, on the schedule it sets.
  21. Debt covenant reporting (Monthly / Quarterly, about 228 hrs/yr) Loan agreements require periodic certification of covenants such as DSCR, debt yield, and occupancy, with compliance reported to the lender.
  22. DSCR calculation (Monthly / Quarterly, about 228 hrs/yr) DSCR calculation divides net operating income by debt service for the period the loan defines, with the lender's adjustments for items such as reserves and management fees.
  23. Investor data request (Monthly / Quarterly, about 228 hrs/yr) Investor data requests ask for specific figures or documents, such as property performance, K-1 details, or leasing data, which must be answered accurately and on time.
  24. Ad hoc owner analysis (Monthly / Quarterly, about 228 hrs/yr) Ad hoc analysis answers owner questions such as the payback on a renovation, the effect of a rent change, or how properties compare on a metric.
  25. Portfolio KPI dashboard (Monthly / Quarterly, about 228 hrs/yr) The KPI dashboard shows occupancy, rent growth, delinquency, NOI, and maintenance metrics across properties for owners and executives, refreshed on a set schedule.

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