Owner FAQ

We will be ready within 5-10 business days after signing the Service Agreement; but generally aim for 48-72 hours.

Our goal is to find suitable tenants as soon as possible. In order to do this, we use the Beaches MLS platform for all rentals with syndicated listings on Zillow, Trulia, and Realtor.com, among others.

Tenants need to pay the application fee. We use this fee to cover the administrative costs to fairly vet all applicants in accordance with Fair Housing Act and present to the landlord for selection.

We'll use practical tools and result-oriented strategies to determine the proper rent. Among other practices, we conduct comparative market analysis on each property within 1, 5, 10 miles to guide the rent price in accordance with current market demand.

Residents are enrolled in our Resident Portal powered by Buildium to make secure ACH or credit card payments.

Yes, we can agree to make direct deposits to your preferred bank account.

Yes, we screen all the prospective tenants. The screening process covers a variety of areas that indicate suitable fit for each property. These include criminal history, credit checks, and employment verification. The methods have been chosen to lower the risk of admitting problematic tenants while remaining compliant with Fair Housing and Housing for Older Persons guidelines through U.S. Department of Housing and Urban Development, Office of Fair Housing and Equal Opportunity.

Please check with your insurer to make sure that you keep the coverage. Before starting to manage, we need to see proof of your insurance. Your insurance won't cover the tenants' personal belongings. That's why all our renters need to have adequate renters insurance. This greatly helps to solve emergency issues.

First, your tenant needs to successfully get through the screening process. When that goes well, they are obligated to pay the full security deposit. Also, they will sign a legally prepared lease agreement. They need to read through the legal document and agree with all the terms.

GPM will then onboard the tenant into the Resident Portal which will allow them to make their payments, report maintenance needs, and communicate with our team.

When your tenant moves out, we inspect the property's condition thoroughly. They will get the approval along with the returned security deposit. That holds only true if there are no damages found.

We do move-in and move-out inspections. As per your request, we can do an unlimited amount of drive-by inspections. This way you can ensure the property remains in good condition.

When tenants move into your property, all tenant utilities will be on their name. Some types of utilities could be catered for by the properties. For example, trash collection or water. All the owner's utilities stay attached to their name. These utilities get submitted to the office for payment. Of course, your regular cash flow statement includes the utilities.

Our lease agreements contain strict rules about rent payment delays and failures. Tenants have to quickly pay the late fees after receiving the notice. Continuing payment default results in eviction.

We will repair all damage using our licensed and professional partners. Repairs under our agreed upon threshold will be proactively completed and reported on the Monthly Owner’s Statements. Repairs over our agreed upon threshold must be approved by the owner and we'll inform you about the details and multiple estimates (as applicable). When we get your permission, we'll begin the work at the earliest moment possible. All maintenance and unexpected repairs are done using high-quality vendors at their best price.

You are able to access a multitude of reports when you use our owner portal. These reports include regular statements for income and expenses. Maintenance reports are available which provide documentation on all repairs and routine maintenance performed by any of our staff.

Allowing pets and smokers isn't something you would be obliged to do. When it comes to pets, you should keep in mind that being too strict could cost you a considerable amount of prospects. This is why we’ve teamed up with PetScreening.com to ensure proper documentation and information is made available for all pets (where applicable).

We forbid smoking in all the rental properties. If we find evidence of smoking, then the tenants have to pay for any relevant damages.

No, actually hiring Gillen Property Management actually guarantees you control and professional handling of your investment. Owners are as “hands on” or “hands off” as they wish with the transparent sharing of all transactions, correspondence, and maintenance related matters in the Owner’s Portal, powered by Buildium.

Good news! Gillen Property Management has partnered with Pest Share to end the frustration of overpaying for expensive pest control!
The Pest Assurance Pro program takes care of pests on demand when it's needed - at a fraction of the cost! Your home is well protected with this exciting new benefit!

Pest Share provides an effective, reactive, and targeted approach to pest control in full replacement of overall less effective, traditional, preventative programs.

Pest Share is a SaaS (Software as a Service) company offering an innovative pest control solution to Property Managers with the retention of your high-quality residents and the overall protection of your investment in mind.

Pest Share is the operational conduit with an expansive service provider network that enables service for your property when visible pests are reported. Pest Share takes care of the coordination, quality control, and payment when servicing Pest Share-covered pests.

The Pest Share program is designed to empower your residents to maintain a pest-free home - simply! Residents submit their Pest control service requests on the Pest Share website in only a few minutes.

The Pest Share program provides up to four (4) services, with a maximum of three (3) covered pests in a 12-month period; from the first service request. Each service has a 30-day warranty from the completion of the service.

The pests covered in your Pest Share program are thoughtfully chosen by your management company, taking into account both geographical considerations and common “usual suspects” in your area. Pest Share will ensure that the management company is promptly notified if any
wood-destroying organisms, such as termites are reported, and if services such as rodent sanitization, proofing, and exclusion are required.

For Gillen Property Management, PestShare covers:

• Ants (inside the property only)
• Fleas
• Bed Bugs
• Mice (trapping and baiting only)
• Ticks
• Weevils
• Cockroaches
• Mites