Welcome to Our New Portfolio Analyst!

You likely saw the emails and postings on Paylocity sharing we were recruiting for a brand new role. We are excited to share that we have filled that position with an internal candidate, which was our goal. We always prefer to fill positions from within whenever possible and we felt strongly that someone with GSF experience would be the best fit for this new and important role.

Please join us in Congratulating GSF veteran Rayven Snyder on her new role as Portfolio Analyst. Rayven is the company’s very first Portfolio Analyst. It was our intention (and hope) to fill this new and important role with a current GSF team member. Ms. Snyder’s experience as a Portfolio Manager in our Merced District provides her with the foundation required to succeed in the role of Portfolio Analyst. Congratulations, Rayven! We look forward to working with you on this new position.

Communicating for Alignment: To ensure our teams across the organization are aware of the position and the objectives of this new role, please review the following information:

What is the role of a Portfolio Analyst (PA)? A PA acts as a business partner to the Portfolio Managers (PM) they support. Generally, a PA will support more than one PM at a time. The purpose of a PA is to manage specific responsibilities associated with the performance of an asset (multifamily or commercial). By design, the PA’s responsibilities are focused on alleviating the PM’s administrative workload, allowing the PM to focus on their primary Key Performance Indicators (KPIs): Staff Management & Development, Physical Asset Management (incl. capital projects), and Client Communication. The PM and PA must work in concert to ensure the success of the portfolio.

What are the duties of a PA? The Portfolio Analyst will be responsible for the following activities associated with their assigned portfolio:

• Supplemental Report: Takes the lead in preparation of the monthly supplemental report where a manager is not assigned to a community. For all other communities, the PA will review the prepared supplemental for accuracy. Works with manager to create an accurate work product. Delivers the completed report to accounting. Ultimately, our goal here is to minimize the number of people touching this report to improve efficiency. Completes the analyst report to ensure important information is relayed to the PM.

• Budget v. Actual: Reviews the BvA report for discrepancies and to identify trends. Highlights categories in need of attention, contacts vendors for missed invoices, provides a narrative for unusual spending and categories that do not meet budget expectations. Provides a summary report to the PM.

• Vacancy Report & Other Weekly Reports: Collects reports from all properties within assigned portfolio. Provides verified vacancy report to admin for global report. Completes the analyst report to ensure important information is relayed to the PM.

• Move-Out Statements: Reviews dashboard to ensure move-out statements are being processed timely. Contacts Site Staff to address statements in need of attention. Verifies the Vacancy Report to Move-Out Statement dashboard.

• AVID Review & Approval: Reviews, researches, and approves invoices in AVID. Verifies that the property is being charged in line with pricing guidelines and addresses discrepancies. Highlights items in Analyst’s Report for PM awareness.

• Collections & Deposits Banked: Reviews percentage of collections and the deposits banked report. Follows up directly with the site staff to ensure monies are deposited timely. Communicates collection issues to the PM. Works with the Front Desk Coordinator to ensure consistency and accuracy in information. May communicate with Accounting to resolve discrepancies.

• HAP Payments: When no manager is assigned to the site, banks HAP payments. Makes necessary HAP amendments and changes, conducting ledger audits as required. Supports Site Staff with HAP documents for move-in.

• Lease Renewals & Loss to Lease: Reviews lease renewals and follows up with PM and site staff to ensure market rates are up to date, loss to lease gaps are addressed, and lease renewals are executed timely.

• Application Status & Flow: Reviews applications for the portfolio to ensure all applications are being processed in a timely manner and in accordance with the company's expectations. Applications that are "stalled" will be addressed with the site staff and the PM will be informed of persistent issues via the Analyst's report.

• Work Orders: The analyst will review open workorders and work with the site staff to ensure all workorders are handled timely and closed out accordingly. Delays in completion or other issues that may impact customer satisfaction, or the condition of a unit will be addressed with the PM and noted in the analyst's report.

• Out of Office Communication: When a PM is out of the office for an extended period, whether on a vacation or unplanned absence, their email will be forwarded to the PA. The analyst will address high priority items by either forwarding to the PM's supervisor or, when possible, handling the item on their own. All items addressed in the PM's absence will be documented and communicated to the PM. As it relates to things like owner communication, those items will be forwarded to the PM's supervisor or someone on the executive team to ensure a prompt response to the client.

Is the PA a supervisor of the staff within the portfolio assigned to them? No. The PM remains the supervisor of the site staff. The PA serves as a business partner to the PM and the site team to ensure the overall success of the asset. This requires that staff respond timely, thoroughly, and accurately to communication and requests for information from the PA.

Which properties are included in Rayven’s initial portfolio? All communities within Maria McAnally’s portfolio. Temporarily, the following list will be assigned to Rayven’s portfolio in her role as Analyst: Village Meadows, Sierra Village, Yardley Gardens, Bear Creek Manor & Terrace, The Tioga, and Paradise.

When does Rayven begin as the PA? Monday, April 10th.

What’s next? If your property is included in Rayven’s portfolio, you will begin sending your weekly reports to Rayven on Monday, April 10th. Additionally, you will likely begin to hear from her regarding certain aspects of the property’s operations. Rayven’s email address is: rsnyder@gsfpi.com.

• If your property is not included in the initial portfolio, nothing changes for you for now. We just want everyone to be aware and on the same page.

Anything else you should know? This is a new position and one we believe will ultimately make us a better, stronger organization. As with anything new, there will be confusion and headaches to work through. It is vital that everyone involved is patient, flexible, supportive, and communicative. We do not expect this to be a perfect process at first; we know that it will take some trial and error to ensure the role fulfills the overall objectives and supports the system in the way we envision. It is expected that any issues that arise will be met with professionalism. It is important that we all work together to ensure the success of this new role.

Thank you for supporting your organization as it continues to grow and evolve. We appreciate you.

If you have questions, please feel free to email me.