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The Reserve | Renton, Washington
Property Management Overview
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The Reserve | Renton, Washington
Property Management Overview Fairfield is proud to be an all-inclusive management services company with over 25 years of experience that offers you an unsurpassed depth of expertise and resources.
Fairfield is among the most experienced multifamily real estate operating companies in the United States. We are proud to have earned an outstanding reputation as an expert in managing a wide variety of properties including new construction, luxury market rate, redevelopment and value-added properties, university student housing, and affordable housing communities. Fairfield’s expertise ranges in properties of all sizes, from 50 to over 1,000 units, as well as all asset classes, product types, ages, demographics, and geographies.
As of January 1, 2011, Fairfield managed 46,850 apartment homes including nearly 3,260 university student housing “beds� across the U.S., and ranks 17th on the most recent NMHC list of the top 50 property management companies. Our corporate and regional offices are strategically placed throughout the country to best serve our portfolio, operations, clients, and partners. We have earned the trust of a wide range of clients including financial institutions, pension funds, private partnerships, foreign investors, and sole owners. We are proud to deliver measurably superior results with a customized and personal approach to each property. 3
The Reserve | Renton, Washington
Property Management Overview
Our property management mission is to be an outstanding partner to each of our customers. Our stellar reputation and rich history continue to drive us to maintain the Fairfield difference, and to continuously improve and service the needs of our employees, residents, business partners, clients, and neighborhoods.
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Fairfield Property Management is pleased to offer our clients a full array of services. By taking advantage of these, you receive the full benefit of Fairfield’s expertise and partnership. -
professional management operations with a dedicated team that manages like owners
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state-of-the-art and individually tailored accounting services
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marketing and media services
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property maintenance programs
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audit and compliance functions
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outstanding resident services
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information systems support
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employee development and enrichment opportunities
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human resource expertise
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market research
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client insurance program
The unique Fairfield business approach combines the strength, efficiencies, and resources of a national company with superior local market expertise to consistently achieve the highest value and return for our clients and outstanding living environments for our residents.
Think of your market as our market. Fairfield employs approximately 1,800 dedicated associates: We are the perfect size to take the best care of your properties – big enough to offer exceptional expertise and efficiencies, but not so big that we cannot offer you customized attention and focused implementations of your property management and valueadd strategies. Strong leaders and experienced on-site teams, coupled with our range of services, make us the best choice for managing your property. You can rest assured knowing you have the expertise of hundreds of associates diligently working on your behalf.
Our associates are competent in all aspects of property management, from fair housing requirements and asset maintenance protocols, to lease term management and resident retention strategies. This enables us to maintain your asset at its highest performance level, while continuing to improve your NOI.
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15777 Quorum | Addison, Texas
Property Management Overview
Our Management Company slogan:
Avenel | San Jose, California
“Experience the Fairfield Difference�
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Cielo | Denver, Colorado
Our slogan is “Experience the Fairfield Difference,” and our mission is to be an outstanding partner to each of our customers. Our stellar reputation and rich history continue to fuel our drive to maintain that Fairfield difference and continuously improve our service to our employees, residents, business partners, and neighbors.
Much of “the Fairfield Difference” lies in our people. We are proud to have assembled a team of highly qualified and well-educated property management professionals.
What distinguished Fairfield from our competitors, and what is the “Fairfield Difference”? Our People We recruit, hire, train, and motivate our people to be the best they can be. Our Residents We provide the highest level of customer service, making a Fairfield community an outstanding place to live, resulting in better than market retention rates. Our Partners and Clients We achieve the highest return possible for our investors and partners. Our Neighborhoods We partner and participate in our local community with a commitment to creating better living environments.
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Mosaic | Las Vegas, Nevada
Property Management Overview
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Our People – Our Fairfield associates are an integral part of our company’s foundation. With unmatched support and resources from a longestablished company, our employees can grow and develop with abundant opportunities for success. Outstanding resources and recognition programs ensure distinguished associate team members. Fairfield associates not only provide extraordinary customer service, but they manage like owners and have a deep commitment to the client’s success. We provide an unparalleled employment experience for our associates, which results in having the best talent in the industry to manage your assets. Our Residents – We strive to provide our residents with a phenomenal home of comfort, convenience, and service. Our dedicated, friendly onsite teams, and our reputation of outstanding service, combine to create the lifestyle and kind of community desired by our residents. We strive to offer the perfect blend of individualized, personalized customer service and advanced technologies for resident satisfaction and efficiency. Our Partners and Clients – You can rely on us to adapt quickly to the diversity of individual owners and markets through sound leadership, extraordinary industry expertise, and our steadfast commitment to serve. Fairfield successfully engages a total team with the highest integrity committed to creating value for your asset and producing positive returns on your investment. Our Neighborhoods – We engage in each of our local communities by offering programs, volunteer time, and resources to create better living environments. In addition, our associates are encouraged to participate in community betterment programs including Habitat for Humanity builds, crime prevention program involvement, pet adoption partnerships, food, toy and blood drives, and more. In addition, Fairfield was an industry leader and trademarked the Living Green® program with a focus on green alternatives. Fairfield is committed to providing energy-efficient and sustainable housing wherever possible.
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Property Management Services - We are Your Fairfield Team Professional Management Operations with a Dedicated Team that Manages Like Owners – Your Success is Our Success Senior Vice President
Brent Ball
Brent Ball 214.574.1570 bball@ffres.com
VP Business Development
SVP Eastern Division
SVP Western Division
Daniel Bauman
Terry Phillips
Kim Bender
Brent A. Ball, Senior Vice President Mr. Ball joined Fairfield in 2002 and oversees Fairfield’s national property management division and asset management functions. Brent is responsible for strategic planning including the establishment of long and short-term investment goals, financial projections, operations performance and implementation of investment strategies.
Prior to his employment with Fairfield, he served as vice president of asset management at The Archon Group, a wholly- owned subsidiary of Goldman Sachs. There he was responsible for the business activities of a 30,000 unit apartment and mixed-use portfolio of properties throughout the western, central and southwestern United States. At Archon, he managed offices in Dallas, Houston, Denver and Los Angeles with an emphasis of acquisitions, asset management and asset repositioning.
Brent received his BA from The University of Texas at Austin.
Kim Bender 858.457.2123 kbender@ffres.com
Kim Bender, CPM®, Senior Vice President (West and Mountain Southwest) Ms. Bender joined Fairfield in 2001 and is responsible for all property operations for Fairfield’s West and Mountain Southwest regions.
Her multifamily background spans 23 years and includes experience with both privately held management companies and REITS. Kim has experience in managing conventional apartment home properties, as well as affordable housing communities.
Kim began her career in property management with Hall Financial Group, Inc. Subsequently, she worked with National Housing Partnership Incorporated (NHP) and oversaw assets for The NHP Foundation. As a result of the AIMCO purchase of NHP, Kim began supervising AIMCO properties in both Texas and California.
Kim holds her NCP-E (National Compliance Professional- Executive), CAPS (Certified Apartment Property Supervisor), and a CPM designation with the Institute of Real Estate Management. She received her education at North Lake College. 10
Daniel Bauman, Vice President Business Development Mr. Bauman is responsible for business development, which includes representing Fairfield’s third-
Daniel Bauman 703.414.8413 dbauman@ffres.com
party service platform, as well as identifying and executing new business opportunities. He joined Fairfield in 2005 after working with Fairfield as a client for several years.
Daniel offers more than 20 years of real estate experience, including expertise in advisory services, asset management, property management, and dispositions. During his tenure with Fairfield, he has served as vice president of asset management, Mid-Atlantic, where he was responsible for a portfolio of newly developed communities throughout development, lease-up, and stabilization. Daniel has been responsible for the disposition of nearly $600 million of real estate, including traditional multifamily, student, and condominium communities.
Prior to joining Fairfield, Daniel was a senior vice president with a Washington, D.C. based real estate company that exclusively provided fee services to third-parties.
Among his most noted accomplishments, he established a new business platform that provided real estate advisory and property management services exclusively to developers. This platform provided these services to a portfolio of 300 assets, representing 30,000 units, from a client base of 100 developers.
Daniel graduated from the University of Maryland with a BA in urban studies with a real estate specialization.
Terry Phillips, CPM®, Senior Vice President (Central, Northeast, Southeast) Ms. Phillips is responsible for all property operations for Fairfield’s central, northeast and southeast regions. She has 27 years of experience that includes conventional, affordable and student portfolios. She joined Fairfield in February of 2000 as vice president of eastern operations where she was responsible for the takeover and management of new acquisitions. That portfolio grew to over 32,000 units from 12,000 units.
Terry’s career began in 1983 when she joined Trammell Crow Residential (now Gables Residential Trust) and moved through the ranks to become a regional manager and vice president. In 1996, Terry joined AMLI Residential as vice president for the southwest region and was responsible for setting up the management infrastructure for AMLI’s largest region.
Terry has served in the Apartment Association of Greater Dallas (AAGD), holds a CPM designation from the Institute of Real Estate Management, and has a real estate license in the state of Texas.
Terry received her education at East Texas State University. 11
Terry Phillips 214.574.1500 tphillips@ffres.com
Property Operations
Property Operations Our approach to operating your property is designed to achieve the goals and objectives of each property owner. Fairfield prides itself on management services that focus on protecting your investment and maximizing your return by maintaining your properties in excellent condition, while our executive, regional and on-site management teams offer innovative ways to maximize income and reduce expenses. To this end, our seasoned property management professionals develop and execute detailed management and marketing plans, positioning your asset to reach its optimum performance. We provide the highest level of service to our clients by responding to their needs in a timely and professional manner. Regular contact and communication with you allows us to create a strong partnership and focus on success. Our comprehensive presentation of annual operating budgets provides the opportunity to review past performance and make adjustments based on your additional objectives. Highly detailed operations manuals that include policies and procedures for leasing, marketing, operations, maintenance, safety and risk management, affordable compliance, and environmental issue responses are readily accessible electronically to guide actions and behaviors, and to ensure adherence to standards in the workplace.
Lease Management We pride ourselves in the elaborate Yardi™ platform and integrations we offer that allow us to operate your property to achieve your goals and objectives. Our investment in technology not only makes every Fairfield employee more efficient, it provides piece of mind knowing that industry-leading tools and technologies are supporting your asset. Our IT, training, and operations specialists provide software support to on-site personnel and continuously upgrade to the newest and most innovative technologies that align with the business goals of your property. We are excited to offer Yardi integrations with Property Solutions™ and RealPage CrossFire®, which allow our team members to effectively and efficiently market, lease, and manage your community. The key to our technological success is in the ability to customize Yardi and build custom reports integrated with other applications – this means we can offer you start- to-end solutions. Yardi Voyager Yardi Voyager allows us to manage our entire operation efficiently and competitively on one centralized platform. Fairfield uses Yardi Voyager for call center, pricing and online leasing for website applicant screening, utility billing, and revenue management. Among its benefits are: - outstanding efficiency, automated processes, and a full suite of custom reports to meet company and client requests - web based platform offering comprehensive and real-time information, and the ability to expedite reporting - easy access to monthly operating reports that keep you in touch in an instant and on demand - uploads to your chart of accounts through mapping that can be imported into any property management software program - interface programs providing a seamless way to exchange important information among applications without having to re-key identical data – reduces keying errors and decreases processing time - advanced budgeting module maximizes profitability by increasing accuracy and efficiency of budget projections -streamlines budgeting and provides budget-to-actual-to-forecast comparative reports - simple remote access for multiple users can access the software simultaneously without the expense of per user licensing - ease of use for front-end users with full support and training provided by Fairfield’s IT, training, and operations professionals -
long-term relationship with Yardi allowing optimal pricing
Fairfield will gladly provide training to our investors on running reports in Yardi.
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Property Solutions Property Solutions has allowed us to create an elaborate website offering a multitude of services ranging from rent collection, maintenance requests, real-time availability, applications, and online leasing to our prospects and residents. Highlights of Property Solutions software include:
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ProspectPortal -
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ResidentPortal -
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online payment using ACH or credit card view account balance maintain work order requests setup utilities prior to move-in transfer utilities
Marketing -
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integrated with Fairfield Yardi platform, provides real time pricing and specials – no double entry of content by onsite team with incredible reporting options showing current and previous postings and activity guest cards entered through website are pushed through to Yardi, which simplifies follow-up and tracking for on-site team offers true online leasing with real time availability sets online availability alerts if prospect is looking for a specific apartment and has move-in date flexibility
Fairfield properties that use Property Solutions are enveloped in a larger umbrella of internet marketing under the Fairfield-properties.com home page engaging content demographically sensitive content with Walk Scores®, interactive Google maps, real-time availability, e brochures, and interactive floor plans social media growth options online chat option
MobilePortal -
important with increased use of mobile devices as more residents and prospects use the phone for their mobile browsing needs by quickly scaling to smart-phone proportions, MobilePortal puts all of the features of our full-sized website at prospects’ and residents’ fingertips anytime, anywhere residents can use their phone to pay rent or submit a maintenance request prospects can access property information, photos, real time availability, and even lease online using their phone residents and prospects no longer need a laptop or Wi-Fi network to connect to us 13
Crossfire Did you know that 40% of leasing calls go unanswered at an apartment community? Properties using the CrossFire Contact Center have 97% of their calls answered. The CrossFire Contact Center is a team of professionally-trained, multifamily agents who are available 24/7 to lease more apartments by answering phone calls and emails. CrossFire gives complete lead-tolease visibility by providing unique toll-free numbers and email addresses along with enhanced management reports that allow us to optimize marketing dollars by tracking marketing sources. CrossFire works as an extension of our on-site leasing staff to: -
answer questions about the community set appointments for tours qualify lease candidates process service requests for current residents handle emergency maintenance communication after hours email leasing campaigns to leads push through guest cards automatically, eliminating content double entry and allowing for up-todate lead contact information custom track and report additional feedback on effectiveness of marketing sources and leasing expedite service requests, increasing resident satisfaction listen to call recordings from site and CrossFire agent answered calls for training purposes
Rainmaker LRO™ Fairfield also offers Rainmaker LRO™, which is a high-successful profit optimization solution that enables Fairfield to maximize revenue from apartment leases. LRO uses advanced mathematical modeling and statistical methods to accurately forecast availability and demand at the unit type level, resulting in optimal pricing for both new leases and renewals. By combining Fairfield’s operational insight with the optimization capabilities of LRO, our clients continue to experience improved overall
Laurels @ Morgan Falls | Sandy Springs, GA
performance and revenue maximization.
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Resident Satisfaction and Retention Fairfield places great value on resident retention, renewals, and controlling unnecessary turnover at our properties. Starting at move-in and throughout residency, we have an ongoing customer feedback system that allows us to address resident concerns quickly with a goal of gaining residents’ satisfaction and earning their retention. We believe our residents deserve the highest level of service, and providing it will allow us to achieve optimum rents while reducing turnover. Our service standards include providing well-maintained properties and engaging living environments with exemplary appearance; functional amenities and planned resident events; highly trained on-site associates who are knowledgeable about the property and neighborhood and who take a responsive, professional approach to resident needs and concerns; and expert maintenance teams with a quick response to service orders and our 24-hour work order guarantee.
Awards and Distinctions Fairfield is proud to be active in hundreds of local apartment associations throughout the country and maintains a host of accreditations.
Accredited Management Organization
925 Main Street | Grapevine, Texas
Institute of Real Estate Management
Local, State, and National Apartment Associations
Broker and Real Estate Licensing Licensed in each state as required by law
Housing Credit Certified Professional
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Bailey’s Crossing | Alexandria, Virginia
Accounting and Financial Services
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Cielo | Denver, Colorado
Accounting and Financial Services Timely, pragmatic information is critical to real estate peak performance, and the Fairfield accounting department provides endto-end property and partnership accounting services. Your property is partnered with a dedicated accounting team consisting of CPAs, accounting managers, and accounts payable coordinators. The team works in unison to offer efficiency, ensure accurate and timely reporting, and provide complete financial information. Fairfield uses the Yardi Voyager accounting system, which is fully integrated with our Yardi property management system. This integration affords outstanding efficiency, automated processes, and a full suite of custom reports. We can easily provide uploads to your chart of accounts through mapping, and have the ability and flexibility to work in a myriad of other accounting systems. For job cost and FAS for fixed assets, Fairfield uses Timberline. Data from these systems is uploaded to the general ledger system. For funds and large portfolios, Fairfield uses the integrated Yardi asset management system, which allows our fund accounting department to consolidate property reporting and provide investor information across a portfolio. The Fairfield property management accounting team works handin-hand with our cash management department to provide comprehensive banking and processing solutions including opening and monitoring cash accounts; processing wires and ACH payments; processing returned items; researching irregular items; and maintaining internal controls.
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Avanti | Las Vegas, Nevada
Accounting and Financial Services
optimize your financial interest 18
Services offered by the Fairfield Property Accounting team include: -
property payables – maintain system of controls to ensure that property costs are valid, accurate and properly classified; approve payment of property operating costs
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property receipts – ensure compliance with property operations policies and procedures via timely review of results; reconcile collections weekly via bank downloads; analyze collection trends and performance
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monthly accruals – analyze operating expenses and record appropriate accruals monthly reporting – provide very thorough and detailed monthly financial and operations reporting package; additional reports or supporting documents are available to meet your
Sanctuary | Renton, Washington
Palms at Augusta Ranch | Mesa, AZ
specific reporting needs
In addition, our accounting team can provide other accounting services for the partnership that include: -
fixed assets – maintain GAAP and tax depreciations methods; place fixed assets in service based on percent complete and perform annual 263A test
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partnership payables – process debt service payments, real estate taxes, property insurance, business licenses, and professional fees
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partnership accounting and reporting – review all partnership and loan agreements for terms and requirements; amortize loan costs, capitalize interest and apply hedge accounting; engage audit, and prepare audit and tax work papers; supervise audit process, and draft financial reports
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partner capital and transactions – review purchase and sales agreements; record transaction per terms and prepare purchase price allocation; and calculate capital distributions and preferred returns in accordance with the operating agreement.
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Accounting and Financial Services Financial Services Fairfield provides you with an ongoing focus of the economic viability of your asset based on property value, physical assessment, and financial analysis. In a partnership with you, we use this assessment to identify and recommend shortterm tactics for improving property position and long-term strategies to optimize your financial interest. As your property management partner, you will experience our total commitment to gaining a return on your investment. Our value-driven regional and on-site teams are highly focused on reaching investment strategy goals with a high concentration on NOI and incorporating comprehensive forecasting tools. Our team of financial analysts offers a host of extensive trend reporting and
6515 Union | Denver, Colorado
historical data to support strategic decision making to achieve your property and portfolio goals.
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The Cameron | Silver Spring, Maryland
Greater Buying Power Offers Savings to Your Bottom Line Our national portfolio offers you the benefits of our incredible national buying power and entitles you to substantial volume discounts that go straight to your bottom line. We can offer you our national and regional discounts with top industry providers of computers, floor covering, paint, maintenance and capital items, marketing and media options, and software programs, to name just a few. Best pricing, rebate offers, bulk discount advantages, consistency in quality, and quick delivery are a few of the ways your property and NOI benefit from the national relationship Fairfield has with our Professional Apartment Services (PAS) partnership and national affiliates. Importantly, we pass these savings on to our clients so they can enjoy lower expenses and higher returns.
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Carabella | Woodland Hills, California
Marketing and Media Services
mastered the art of multifamily marketing
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Marketing and Media Services ffMKTG, Fairfield’s in-house marketing and graphic design department has mastered the art of multifamily marketing by providing creative solutions for today’s competitive marketplace. Our team of innovative, seasoned professionals is experienced in campaign development; traditional, online, and social media strategies; effective media planning and buying; and marketing analysis.
ffMKTG serves as a one-stop shop, with expertise in branding and promoting a wide variety of multifamily product types from high-end lease-ups to stabilized properties, student housing communities, affordable housing properties, and distressed properties.
With a focus on pro-active strategies and solutions, we perform ongoing analysis of web/advertising analytics, traffic numbers, and market trends, and our marketing team partners with regional and on-site management personnel to identify future opportunities within the submarket.
In addition, ffMKTG offers the option of customized promotional website presentations, search engine optimization services, Internet analytic reporting, HTML templates for e-blasts and Craigslist postings, lead tracking, and contact center opportunities.
Quarterly marketing plans, “Power Hour” marketing workshops, and an online catalog of promotional ideas and collateral designs are just a few of the ways the department collaborates with on-site and regional management teams to enhance marketing efforts and drive traffic to the property. Additionally, Fairfield’s national buying power maximizes each property’s return on its advertising dollars. Combined with our marketing team’s media planning know-how, these national pricing programs ensure that each property’s media mix is comprised of key proven media at the best possible pricing.
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925 Main Street | Grapevine, Texas
Marketing and Media Services
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By partnering with ffMKTG, all properties managed by Fairfield have access to an array of tools and services. These include: Interactive Design Library: Our online design library offers professionally designed collateral and creative services resulting in a powerfully unique marketing message for each property. The library features agency-quality collateral at a fraction of agency costs. With easy-to-order online services, these cost-effective and professional solutions are only a click away. Award-winning Graphic Design Services: ffMKTG specializes in custom creative services for original content and design to further differentiate your property. With in-house agency and graphic design talent, we are able to creatively design and quickly implement marketing strategies that create tremendous efficiency and cost advantages.
National Marketing Programs Fairfield offers a range of turnkey national programs to differentiate our communities from their competition. Each program offers pre-designed collateral materials that allow for easy, effective promotion at minimal cost. [ sample property brochures ]
Live Life in Color Accent Wall Program: Customization isn’t just a trend for our target market; it’s a way of life. Fairfield’s accent wall program allows residents to select from a palette of professionally selected paint colors to personalize their space. Living Green®:
Living Green is Fairfield’s recycling and energy-efficiency plan for our residents and employees. An early adapter of the Living Green lifestyle and with several LEED® projects in our portfolio, our company is in a unique position to positively influence the thousands of residents living at Fairfield communities. In addition to resource conservation programs, Fairfield provides its residents with opportunities for education, outlets, and resources for green living practices, including saving energy, conserving water, and reducing waste. Lease with Confidence: Fairfield’s Lease with Confidence program offers options to qualified residents that eliminate some of the costs associated with terminating a long-term lease. [ sample national programs ]
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Pravada at Grossmont Trolley | La Mesa, California
Marketing and Media Services
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Marketing Consulting Services ffMKTG’s integrated marketing strategies coupled with our expert consulting produce cost-effective solutions that result in qualified leads and accelerated leasing velocities for Fairfield managed assets, and ultimately in higher returns for our investors.
“Power Hours” and “Out-of-the-Box Marketing Strategy” workshops create focused marketing coaching sessions and review opportunities to fine-tune marketing and leasing strategies, and to ensure the highest possible yields and maximized leasing velocities. Power Hour topics include social media marketing strategies, resident retentions programs, Internet campaigns, conversion techniques and much more. Our team also offers one-on-one consulting services to our clients, providing expertise in strategic planning, analysis and troubleshooting, and marketing investment ROI.
ffMKTG also specializes in custom creative services to provide original content and design to further differentiate your property from its competition. With inhouse agency and graphic design talent, we are able to creatively design and quickly implement marketing strategies to create tremendous efficiency and cost advantages.
Online Strategy Services Fairfield-properties.com serves as our portal to over 170 individual property websites. Highly engaging property pages draw prospective renters with cutting-edge functionality including interactive maps, floor plan presentations with furniture placing options, pricing, and availability presentations.
We offer prospective residents the convenience of applying for their new apartment home directly online any day and any time. This simple, quick process eliminates the need for an extra visit to the property, and allows even people moving from outside the area to reserve the apartment home of their choice and be approved for move in. Online leasing facilitates the entire relocation process: It produces more leases, ensures pre-qualified renters, and improves the effectiveness of our marketing, which in turn, adds to your ROI.
An equally alluring resident portal offers resident online interaction with resident services, including utility connections, maintenance requests, and rent payment. In addition, ffMKTG offers the option of customized promotional website presentations, [ sample special event flyers ]
search engine optimization services, Internet analytic reporting, HTML templates for e-blasts and Craigslist postings, lead tracking, and contact center opportunities.
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Maintenance Services
Maintenance Services As your property management partner, maintenance is among our most important responsibilities, and your asset is in great hands with us. Fairfield places significant value on quality control. Our comprehensive maintenance program embodies this goal without compromise.
Fairfield has corporate maintenance directors in the field to ensure superior maintenance program implementation. Our division maintenance directors and their teams advise and coordinate capital projects, and also pool their extensive knowledge to improve asset preservation, expense management, vendor selection, and bulk purchasing. The Fairfield buying advantage and maintenance cost savings benefit your bottom line.
Our on-site property service technicians are highly skilled and participate in ongoing enhancement programs to ensure compliance with requirements of environmental authorities, fair housing laws, OSHA, and stringent inhouse safety standards. In addition, NSPF速 certification and EPA A section 608 Federal Clean Air Act certification testing are included in our on-site implementation.
Our maintenance program also incorporates disciplines and programs related to emergency preparedness, mold prevention, and environmental management. Our online interactive safety risk manual, and our mold prevention
industry.
Our staff is trained in environmental management with a focus on environmental conditions including
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The Reserve | Renton, Washington
and response plan manuals are cutting edge in the
mold remediation, lead, asbestos, radon and respiratory programs. Our in-house environmental specialist ensures compliance with codes, laws, and stringent standards. Our comprehensive program keeps a pulse on all environmental issues and a focus on cost-effective implementation strategies.
Our maintenance program is successful in building positive resident relations and bolstering client retention. Fairfield offers our residents a 24-hour turn on service, outstanding follow-up communications, and exemplary work. Our maintenance program is also instrumental in the Fairfield Living GreenÂŽ initiative by incorporating green products, carpet recycling programs, and reduced waste efforts.
The Fairfield maintenance services program incorporates an in-depth analysis of maintenance operations on each property twice a year. Reports include unit make-ready efficiency; grounds and irrigation appearance; property operations; and an overall evaluation of the physical asset. We do property inspections and capital asset reviews to prepare annual operating budgets. Additionally, our maintenance services team reviews and monitors national and regional services to ensure the highest standard of work at the best price for goods and services.
The Fairfield preventive maintenance program ensures a proactive maintenance sequence tailored to your property’s physical needs and assessment. This automated preventive program creates appropriate and timely work orders, as well as a series of checks and balances including remote audits and analysis.
The Fairfield maintenance services program ensures your asset is in a pristine physical and financial position.
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Cielo | Denver, Colorado
Audit and Compliance Services
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Audit and Compliance Services Audit Services Fairfield’s internal audit team offers a wide spectrum of specialized audit services. From full compliance audits to due diligence audits to customized audits, our experienced national auditors can help determine the property lease condition quickly and efficiently. Services offered by the Fairfield internal audit group include: Full Compliance Audit Completed annually, full compliance audits provide: - verification and identification of discrepancies of Rent Roll information from lease to accounting system including unit number, resident name, rent, deposits, additional charges, beginning and ending lease dates, signatures, concessions, and pro-in rents - aged receivables and delinquencies audit - condition of specific accounting system items such as dispositions, write-offs, resident referrals, etc. - accounting of deposits made to financial institutions - verification of income information from property-run credit reports to information provided by resident - verification of petty cash - condition of property through an inspection of property buildings, vacant units, leasing office, clubhouse, and maintenance shop. - recommendations for improvements to current system based on years of auditing multifamily properties - assurance that all Fairfield policies and procedures, as well as state and local laws, are followed Due Diligence Audit Due diligence audits provide: - summary of the property description; alerts to possible property issues or discrepancies - report of accuracy and completeness of rent roll information from lease to accounting system, including unit number, resident name, rent, deposits, additional charges, beginning and ending lease dates, and signatures on all necessary documents - income verification for conventional and affordable units - validation of corporate financial information from lease to financial statements by testing reported revenue, deposits, concessions, delinquencies, and write-offs - identification of other sources of income such as parking/garage, laundry, vendor and storage - evaluation of maintenance opportunities and property condition -
identification of current vacant units
Rent Roll Audit Rent roll audits provide: -
complete audit of each current lease for accuracy and completeness of rent roll information from lease to accounting system, including unit number, resident name, rent, deposits, additional charges, beginning and
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ending lease dates, and signatures on all necessary documents less time intensive alternative to the full compliance audit when only leases need to be audited
Fraud Detection Audit Fraud detection audits include: - determining lack of understanding of policies and procedures leading to unintentional fraud - detecting intentional fraud or theft, and the basis for full prosecution as needed Fairfield also offers customized audits as requested by our investors and property owners. 31
Sanctuary | Renton, Washington
Audit and Compliance Services
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Compliance Services
Alterra at Grossmont Trolley | La Mesa, California
ff Compliance, Fairfield’s in-house compliance team ensures adherence to the requirements of variable types of financing in the affordable housing industry. We are well-versed in the intricacies of affordable programs including Low Income Housing Tax Credits (LIHTC), tax exempt municipal bond financing, Project Based Section 8, HOME Funds, and Inclusionary Zoning. Fairfield has rich experience in managing affordable communities and has built, redeveloped, and managed over 100 properties with an affordable housing component. We offer vast experience in partnering with local municipalities and non-profit organizations to provide quality affordable housing and beneficial resident services.
In addition to monitoring and approving resident files for eligibility requirements, Fairfield is unique in offering an in-house compliance department with a comprehensive suite of services. We are perfectly positioned and experienced to take care of all compliance services for your property.
Fairfield also offers one-on-one consulting services to our clients, providing expertise on affordable housing and financing programs.
Our in-house compliance processing center services include: -
move-in, recertification, and HUD file approval
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file storage
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report preparation and submission per the Regulatory/LURA requirements
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pre-audit file review and agency audit escort
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investor file review submissions
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regulatory agreement review
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unit set-asides and unit types
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due diligence file audit
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publishing income and rent limits (property and county specific) upon release from HUD
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preparing and submitting annual owner’s certifications and any other required reports
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Talavera | Denver, Colorado
Information Systems Support
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Information Systems Support Fairfield’s information systems team of skilled IT professionals oversees the many aspects related to integrated technical support and implementation. Our support specialists provide hardware, software, and telecommunication support to on-site personnel and continuously seek ways to upgrade to the newest and most innovative technologies that align with the business goals of your property. The Fairfield network system is state-of-the art, offering real-time information and the ability to expedite reporting. Our technology expertise touches every area and includes several online resident and leasing services.
We offer the latest in web-based property management systems to provide clients and field associates with comprehensive, real-time data. We make the financial review processes easy so you can take advantage of our ability to offer customized dashboards and SharePoint sites. This easy access to monthly operating reports keeps you in touch in an instant and on demand.
Our investment in technology not only makes every Fairfield associate more efficient, it offers you peace of mind knowing that industry-leading tools and technologies are supporting your asset.
Services offered by the information systems group include: -
ensuring the availability, continuity, and security of data and information
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administering Fairfield’s enterprise management software systems including Yardi Voyager with advanced reporting capability, and thirdparty software integrations for a complete end-to-end solution
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maintaining long-term relationships with IT suppliers for optimal pricing and configuration of the equipment and software required for on-site operations
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6515 Union | Denver, Colorado
Employee Development and Enrichment Opportunities
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Employee Development and Enrichment Opportunities Fairfield offers a coordinated and comprehensive training approach that supports ongoing learning and development for our associates, positioning each person to reach his or her highest potential. We believe that effective training starts with an understanding of the owner’s goals, which enables our training professionals to develop a customized, strategic plan to optimize associate and asset performance. We offer employee development and enrichment opportunities that make our property personnel happy, friendly, and eager-to-please.
Our training and development team takes a results-oriented approach, knowing that strategic measurement and evaluation techniques increase the value, quality, and effect of our efforts. Our detailed curriculum reaches more than 1,500 property management associates annually, averaging 40 learning event hours for each associate.
We provide classes in different environments to maximize training efficiencies. These environments include: -
classroom training
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property level coaching (team and one-on-one sessions held at the property with a regional trainer)
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webinars and online courses
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peer-to-peer mentoring program
With the large number of classes we offer, we understand the importance and benefits of tracking and managing associates’ training, compliance ,and certification records. Fairfield’s Learning Management System (LMS) does just that, making it easy for our training professionals and supervisors to closely monitor each associate’s training transcripts. This helps ensure staff members receive all required training for their position and gives them access to courses that support their continued professional development.
Training doesn’t stop in the classroom. Training and development provides a content-rich online library to further support our associates’ professional development. The site features user guides, recorded webinars, performance tip sheets, training calendars and more, allowing an associate instant access to the information needed to get the job done efficiently and accurately.
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925 Main Street | Grapevine, Texas
Employee Development and Enrichment Opportunities
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The Network of Employee Talent (NET) is a national group of on-site associates serving as property management mentors. It’s a network of quality and professional individuals hand-selected as subject matter experts and top performers within the organization. They deliver a variety of quality training experiences to new, promoted, and tenured associates. The “NET” symbolizes the supportive and collaborative relationship between the field mentor, Fairfield on-site team members, and management. The program spotlights opportunities to share knowledge, skills, and core competencies in a productive and positive learning environment. Mentors play a pivotal role in inspiring other associates to achieve individual and business objectives. It drives recognition and retention of outstanding achievers, which results in a more knowledgeable and confident on-site management team.
Recognizing Talent We believe that hiring a talented associate is just the first step. Once an associate joins Fairfield, we provide ongoing learning and growth opportunities, as well as a host of recognition programs to keep them engaged in their jobs, boost results and drive your asset’s NOI. These recognition programs range from property and region-wide contests to national contests and Fairfield’s associate recognition program, the Winning Edge awards. The epitome of associate recognition, the Winning Edge awards are administered biannually and include 14 categories recognizing outstanding performance in each major discipline.
The Winning Edge ceremonies are high-energy events with a committed focus on recognizing individuals and teams while celebrating the many company and property successes. Our experience has shown that a well-deserved pat on the back—and recognition among one’s peers—greatly enhances our associates’ competitive drive and motivation to succeed.
Shop for Success Fairfield periodically assigns mystery shoppers to visit properties and provide additional perspectives of an associate’s performance in key areas of sales, presentation and customer service. Mystery shoppers evaluate leasing agents on their performance in-person, on the phone or through the Internet, and may record an audio and video tape of the visit. The resulting analysis and review is used for employee recognition, as well as training and coaching opportunities.
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Human Resources
Human Resources Expertise The Fairfield human resources department is a team of dynamic, highly qualified professionals who are dedicated to the promotion of leading edge human resources practices. The team offers a full range of services, which allows property managers to focus on their assets and residents, rather than the details related to hiring and recruiting, benefit administration, employee relations, and more.
Recruitment and Screening We believe a successful team starts with a successful hiring process. To that end, Fairfield’s recruiters seek out the most qualified candidates through industry networking, referrals, and job boards.
Applicants are carefully screened by our recruiters to ensure candidates match Fairfield’s company culture and meet our high employment standards. Candidates who advance to the next round are interviewed by the regional and property management
Carabella | Woodland Hills, California
teams as appropriate. The last step before hiring a new employee includes a thorough background check and drug screening.
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Legends at Chase Oaks | Plano, Texas
Online technology has allowed us to make the recruitment and screening process paperless, which is more efficient and aligns with our Living Green® program. All data collection within the hiring process takes place online including the initial position requisition, resume and application submissions, information related to the pre-employment background check, and new hire paperwork.
Attractive Benefits In addition to offering an exciting work environment while affording career development and advancement, Fairfield boasts excellent benefits. Employees on the Fairfield team enjoy excellent benefits including health, dental, and vision care packages. In addition, our team members are further supported with top-tier employee advantage programs including an employee purchase program offered through our partnership with Dell, Flex Plan options, 401K matching program, and a comprehensive employee assistance program. Add it all up and the value to being on board with Fairfield is very attractive.
Payroll Services Fairfield manages each property’s payroll services for you. Our comprehensive payroll services include payroll reports, bi-monthly payroll runs, and management of all deductions. We also ensure adherence to all associated payroll laws. For both cost savings and in support of Fairfield’s Living Green® program, our payroll process has gone paperless. Employees update their timecards electronically each day, giving the managers, regional supervisors and corporate staff access to real-time payroll information for better budgeting and staff planning. Paper checks and paystubs are no longer issued; most employees take advantage of our direct deposit program, while the remaining employees receive debit cards loaded with the compensation due from the respective pay period. To replace the paper checks and paystubs, employees have electronic access to a self-serve employee portal, where they are able to easily access current and past pay stubs, submit tax information changes, and review benefit information at their convenience.
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Pravada at Grossmont Trolley | La Mesa, California
Market Research
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Milano | Torrance, California
Market Research Fairfield is proud to offer one of the most active in-house research groups in the apartment industry.
Our research team aggressively researches and analyzes a host of major variables covering the industry’s key market indicators including population, household trends, employment, multifamily permits and inventory, median household income, migration, rent, absorption, and occupancy rates.
Importantly, we keep ongoing research and analysis on single-family home sales and prices, home ownership rates, treasury, and mortgage rates. Our research team is available to support your investment strategies by providing other studies that assist in property management decisions including: -
market snapshots
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positive leverage analysis (interest rate management)
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Fairfield high-rise developments (historic overview of new product)
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residents’ place of employment maps (Fairfield’s gauge of local demand based on jobs)
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resident profiles (Fairfield residents’ characteristics)
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demographic thematic maps to identify niche trends
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construction price inflation trends
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monthly employment trends by metro area
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single-family monthly housing trends by metro area (including foreclosure data) 43
Talavera | Denver, Colorado
Client Insurance Program
The result – a value added relationship with reduced overhead. 44
Client Insurance Program Fairfield provides our customers the opportunity to participate in our master property and casualty insurance program. This program provides for extremely broad coverage and a diversity of insurance carriers not normally found. By choosing to have your insurance placed under the Fairfield program, you can be assured that you are leveraging one of the finest insurance programs in the country -- one that is consistently considered best in class among its peers based on a number of metrics including cost of risk, coverage placements, and premiums.
Fairfield believes in diversifying carriers to reduce the overall concentration of risk among carriers, while simultaneously increasing competition to drive down premium pricing with more favorable policy language. To that end, Fairfield uses Lloyds of London syndicates and Bermuda based carriers, along with some of the largest and most established insurance providers in the country. Having this type of pricing power and coverage is usually reserved only for the largest real estate players.
Due to Fairfield’s size and deep rooted relationships with underwriters, brokers, wholesalers, and adjusters forged over 15 years, you can be confident that your claims will be handled by dedicated adjusters who fight to resolve each claim quickly, while keeping costs down so as to not affect the future loss runs of the portfolio. From Fairfield’s special manuscript endorsements, policy language, and numerous bells and whistles not normally found on smaller placements, to dedicated claims handling professionals, you can be assured your insurance and risk management needs will be seamlessly integrated into your property management relationship so you can have the peace of mind that the very best are handling your property management, asset management, and risk management needs end to end.
The result – a value added relationship with reduced overhead.
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