Assuming I will be able to drive, there will be 2 types of employees that would be working for the realty office. The first is maintenance, and the second is receptionist. Maintenance will receive a salary and will be available 24/7. However, while they are available all of the time, they aren’t required to be on the clock for that much time. They will receive a salary, and not have to be in the office if they don’t need to do anything there. Receptionist however will be available for 9 hours a day minus have a 1 hour lunch break. I will assume 1 maintenance person, and 4 receptionist. I will be the one that would show the unit, and work with them in filing for the unit they will want. This will include going to HUD for the signing of the lease, and providing the key card.
If for some reason, I will not be able to drive (my ankles), then I will need to hire a realty agent. This agent will do the job of showing the places, and I will be the one to sign the leases, and provide the key cards to the tenant. This will likely be done at HUD if the tenant is on Section-8. If the tenant is not on the program, then they will come to the office to sign the lease, and provide any security deposits and rent.
Every employee will have a computer, and a phone. When using any of the phones for the realty company, the realty’s phone number will be shown in the CNAM. Even I will show the realty’s telephone number. In the case of the maintenance person, they will have a physical phone in his office, and a SIP phone application. The application will be used when calling on behalf of the realty company. This will allow the maintenance person to keep their personal number private. The only thing they will be required to have is a data plan so the phone can connect to the telephony server. Since everyone has the same business phone number, receptionists will need to transfer the caller to the appropriate person.
There will be a focus on e-faxing. E-faxing is the process of receiving and sending faxes electronically by email. When an incoming call comes in, the telephony server will pick up, and listen for 2 seconds for a fax tone. If it detects the fax tone, then it will collect the fax, and convert it into a .pdf file. It will then send the fax to fax@fsp-realty.tld. If a fax is not detected, then the receptionists phones will ring allowing whichever receptionist that picks up first to answer the call. When sending a fax with documents in the computer system, then sending via e-fax will be preferred. For this to work, one will compose an email. The To: is the full telephone number of the fax number. If a fax number is 412-555-0000, then the address will be composed to go to 14125550000@fsp-realty.tld. The subject of the email will be the subject of the fax. The body of the email will be the text in the cover page. You would then attach any .pdf files that would be sent as a fax. For physical faxes, the pages will be scanned into a .pdf file, and sent to the fax number. An example of this might be receiving moving papers from HUD. The papers will be filled out, and sent via fax through the printer. After that, the .pdf file will be placed in digital storage. Faxes must be sent using the employee email address. Any other domain will be declined. This will assure that not just anyone can send an e-fax using FSP Realty’s telephony system.
The employee will also have their own business email account. All email communications when using the the business email account is property of FSP Realty. Therefore, the employee should not be using their employee email address for personal correspondences. There are a number of free email providers that will allow you to have a unique, and personal email account. I would imagine that the employee will have an email client on their phone if they do not have a personal computer. All email addresses will be in the form of first-name.last-name@fsp-realty.tld. Therefore, my email address will be frank.pilone@fsp-realty.tld. All email clients will have their business email account, and a fax email account. This will allow them to deal with incoming faxes, as well as incoming emails.
For transportation, anyone driving will have to define their parking situation. I will imagine that meter parking will get expensive, especially if doing it daily. Instead, I will provide a bus pass for every tenant. The bus pass can also be used for trips not including work. With that in mind, the employee can use the 48: Arlington, 51: Carrick, and 54: Northside – South Side. The employee will also receive a RFID card to gain access into the building before the door unlocks. Since a bus pass is provided, there will be no need to pay for bus services – no matter how many buses must be taken. At most, this will be 3 buses.