Services

At Tompkins Management Company, We Believe That “Value for Money = Service.”

Our service is called “Property Management” however, we believe it should really be called “People Management” as much of our work is centered around our staff successfully communicating with property owners, tenants, contractors, creditors, insurers, attorneys, code enforcement, planning, zoning and home owner associations, just to name a few.

Quick on a link to read more about each of our services!

Management Service

Management fees are charged on a percentage basis as the rent is collected.  The amount charged per calendar month will depend upon the actual amount of rent collected. This fee depends on the location, condition of property, and how many properties you will be having us manage. Please contact us to learn more…

Management fees are for our services in connection with:

    • Attending to daily telephone, email and fax inquiries.
    • Timely rent collection.
    • A manager on call 24 hrs a day, 7 days a week, 365 days per year.
    • Organizing keys for viewings, inspections and repair vendors.
    • Writing and placing advertising in various media (see marketing plan).
    • Attending to payment of various property expenses.
    • Collection of late rent through various legal means.
    • Lease enforcement with tenants.
    • Hand deliveries of notices to tenants as necessary.
    • Attending to correspondence.
    • Organizing maintenance repairs and quotes.
    • Administering rent through the trust account.
    • Electronic funds transfer to your account.
    • Copying/scanning of invoices.
    • Filing evictions “if” necessary.
    • Attending court evictions “if” necessary.
    • Preparing calendar monthly statements for property owners and collating supporting information for the owner’s statement.
    • Preparing annual year end income/expense statements & IRS 1099 Forms
    • Liaison with home owner or Condo Associations, if applicable.
    • Organizing utilities to be turned on and off when required.
    • Conducting annual rent reviews.
    • Regular follow-up with maintenance contractors.
    • Periodic visual inspections of the property to ensure lease compliance.
    • Processing notices to vacate or to renew a lease term.
    • Liaison with insurance companies, when authorized.
    • Conducting videotaped and written move in/move out inspections.
    • Lodging security deposit claims (when necessary) in accordance with the Florida Landlord Tenant Laws, F.S. 83.
    • Liaison with and assisting with sales brokerage firms.
    • Maintaining a staff of highly skilled and trained professional property managers who answer the phones to conduct business during normal business hours.
    • Maintaining a professional office with the latest in technology and property management tools in our industry.
    • Constant ongoing training and cutting edge knowledge of our industry.
    • The officers and directors of Tompkins Management Company are licensed as Florida Real Estate Brokers.
    • Direct supervision by company managers who hold the prestigious designations of (PRM) Professional Residential Manager and (PME) Property Management Expert, through the Florida Association of Residential Property Managers, Inc. (www.FARPM.com).

 

Leasing Service

Your property is publish on the Multiple Listing Service (M.L.S) and is exposed to 16,000 REALTOR® throughout Broward, Dade and Palm Beach counties. In addition your property is advertised on several websites sites e.g. (Craigslist, Rentals.com, Yahoo, Homes.com and several others). The Leasing Fee includes all advertising cost. Over the years we have learned that by exposing your property to the MLS and the Internet you will SAVE by reducing your vacancy down time. We GUARANTEE to find a QUALIFIED tenant within 60 days or less or we will do it for FREE. Please contact us to learn more.

The leasing fees are for our services in connection with:

    • Arranging, placement, recording and administering advertising and signage.
    • Arranging, taking and saving photos of your property.
    • Creation and placement of property flyers.
    • Uploading photos and property information to the various Internet marketing sites.
    • Arranging and conducting showing appointments with prospective tenants.
    • Keeping property owners informed of the showings and rental activity.
    • Administering lease applications and processing applications for tenancy.
    • Tenant screening via credit reports, eviction searches, criminal background check, sex offender checks, verification of former landlord references, and employment verification of applicant.
    • Negotiating the terms of the lease with prospective renters.
    • Organizing the new lease agreement and conducting items necessary for new residency.
    • Attending the lease closing with tenants, processing of lease including general information, rules and regulations for new tenants.
    • Conducting a thorough Move-In Condition review to photograph or video the property’s condition at the time of occupancy.
    • Register and activate the tenant’s rental payment system.

Lease Renewals

We highly recommend renewing all tenants for a full year assuming the property is being maintained and they are in compliance with the term of the lease. Over the years we have found that by allowing the tenants to go month to month the tenants always seem to vacate during our off season and your property ends up sitting vacant for several months cutting into your profits.  Please advise your property manager if your prefer allowing the tenants to go month to month. We do not charge a renewal fee for holder tenants (Month to Month Tenancy) however the lease renewal fee only applies for services in connection with:

 

    • Extending tenants for an additional year of rental income for the property owner.
    • Encouraging management to preserve existing tenants, thereby reducing property owner expenses and increasing income.
    • Avoiding vacancy as much as possible.
    • Preparation of proper lease renewal documentation.
    • Review of market rents to adjust rents on lease renewals.
    • Timely renewal notices to residents, per Florida Statute, F.S. 83.

Sale

Tompkins Management Company is a full service real estate firm. We are licensed to sell and conduct real estate closings in Florida.

Our sales commissions are for our services in connection with:

    • Administering and assisting with the many items necessary to transact a sale from contract to closing.
    • Arranging, placement, recording and administering advertising and signage.
    • Arranging, taking and saving photos of your property for marketing materials.
    • Creation and placement of property flyers.
    • Uploading photos and property information to the MLS® and various Internet marketing sites.
    • Arranging and conducting showing appointments with QUALIFIED prospective Buyers.
    • Keeping property owners informed of the showings and Sale activity.
    • Pre-Screening potential purchasers via one of our seasoned mortgage lenders.
    • Drafting and reviewing of sales contracts, addendum’s and disclosures as required by law.
    • Coordinating property inspections, utilities services and repairs with Inspectors and Vendors.
    • Communicating with lender, purchaser, and seller to ensure all contract deadlines are met.
    • Arranging and scheduling Closing with Title Company or Lawyers.
    • Conducting the final Walk Through inspection
    • Reviewing the HUD Settlement Statement for accuracy
    • Attending the closing

 Ongoing Property Inspections 

We provide to each property owner of each investment property a complete cosmetic property condition review each year. This review will include photos of your property and recommendations regarding upkeep, maintenance and repair. The most important purposes of this annual property review is to make sure the tenants are complying with the terms of the lease agreement with regard to physical care of the property.  Perhaps repairs need to be made and charged back to the tenant.

Determine any violation by tenants with regard to:

    • Pets
    • Additional people residing in property
    • Yard maintenance
    • Excessive trash in yards or property
    • Identify and correct any noticeable safety issues, which present potential liability for you, the property owner.

Identify necessary maintenance/repairs not considered priority and handle through normal work order procedures.  These areas include:

    • Tenant requests for repairs
    • Plumbing repairs or water damage
    • Electrical repairs
    • Carpeting or flooring repairs
    • Caulking repairs
    • Other items as noted on annual property condition review

Identify any potential capital improvement recommendations that the property owner will need for future consideration.  This could include replacement of old and/or defective:

    • Carpet
    • Appliances

Direct supervision by company managers who hold the prestigious designations of (PRM) Professional Residential Manager and (PME) Property Management Expert, through the Florida Association of Residential Property Managers, Inc. (www.FARPM.com).