Week 1–2: Welcome, Paperwork & Property Assessment
Welcome Call & Portal Setup
You'll be assigned a dedicated Property Manager and an Onboarding Specialist.
We introduce you to your Owner Portal—a secure, mobile-friendly platform where you can:
- View financial statements
- Track repairs
- Review lease documents
- Message our team directly
Initial Property Walkthrough
We schedule a comprehensive property inspection using photo documentation and a detailed checklist.
Our team evaluates:
- Curb appeal & exterior
- Safety concerns (smoke detectors, locks, lighting)
- Appliance functionality
- Lease-readiness (cleanliness, repair needs)
Compliance & Documentation Review
We verify and/or draft:
- Oregon-compliant lease agreements
- Addenda and disclosures (lead-based paint, rental cap notices, etc.)
- Rental registration (if required by the City of Portland)
- Past tenant leases or legal documents if you're transitioning from another manager
Week 2–3: Rent-Ready Repairs, Marketing Prep & Listing Launch
Rent-Ready Improvements
We'll coordinate with trusted Portland vendors to complete minor repairs or cleaning.
For larger projects, we provide estimates and timeline transparency.
Our focus is balancing speed and ROI—we only recommend what improves leasing results or compliance.
Professional Photography & Listing Creation
Our team captures high-resolution images, 3D walkthroughs (when applicable), and compelling descriptions tailored to your neighborhood.
Listings are optimized for SEO and posted on:
- Zillow, Trulia, HotPads
- Apartments.com, Zumper, Craigslist
- Utopia's high-traffic website
- Facebook Marketplace & Portland-area rental groups
Rental Market Analysis
We run a custom comparative rent analysis using real-time Portland market data.
You receive a recommended rent range—and we adjust dynamically based on tenant interest.
Week 3–6: Leasing, Screening, and Move-In Coordination
Showings & Lead Management
We handle all inquiries and showings, including weekend and after-hours appointments.
Our CRM tracks interested leads, schedule preferences, and feedback in real-time.
Tenant Screening
Our rigorous Portland-specific screening process includes:
- Credit checks
- Criminal background
- Eviction history
- Income verification (3x rent standard)
- Rental history & references
We follow Oregon Fair Housing laws and apply consistent criteria for every applicant.
Lease Execution & Deposits
Once a qualified tenant is selected:
- We execute a legally compliant Oregon lease
- Collect and escrow the security deposit
- Schedule a pre-move-in inspection
- Upload lease documents and tenant info to your Owner Portal
Week 6–12: Maintenance Systems, Financial Reporting, and Full Transition
Maintenance Coordination
Tenants can submit 24/7 maintenance requests through their Tenant Portal or our emergency phone line.
All requests are tracked, time-stamped, and recorded.
You receive real-time updates and final invoices directly in your Owner Portal.
Monthly Financial Statements
Around the 10th of each month, you receive:
- Full P&L reports
- Maintenance breakdowns
- Rent roll summaries
- Year-to-date earnings (great for tax prep)
Ongoing Communication
Your property manager checks in monthly—via phone or email—during the onboarding period.
You'll receive:
- Leasing performance stats
- Tenant satisfaction updates
- Suggestions for operational improvements
Transitioning from Another Property Manager?
No problem. We've developed a Seamless Transition Plan for landlords moving to Utopia Portland from another management company.
🤝 Handle Communication
We communicate with your former property manager
📋 Transfer Records
Lease agreements, deposit records, maintenance logs, tenant contacts
🔄 Update Systems
Tenant notices, payment instructions, compliance documents
✅ Zero Disruption
Tenants aren't disrupted, property doesn't miss a beat
What Sets Utopia Apart During Onboarding?
Human Touch, Tech Efficiency
We combine a highly responsive team with software that automates the boring stuff, so you only get what you need—fast.
Full Transparency
You'll never wonder "What's going on with my property?" Everything is visible in your portal. We give you clarity, not complexity.
Zero Hidden Fees
No onboarding fees. No sneaky markups. Just straight talk and full-service care.
Custom Plan for Your Portfolio
Whether you own a single-family home in Sellwood or a triplex near PSU, we tailor your onboarding based on property type, goals, and lease situation.
What Happens After Day 90?
After your first three months, your property rolls into fully stabilized management mode:
We don't just onboard—we stay involved, stay proactive, and stay accountable.