Property Management Company - Coast & Valley Properties
Owning rental property in Greenfield, CA, can be a rewarding investment, but it also brings responsibilities that demand time, judgment, and constant follow-through. From handling tenant needs to coordinating repairs and maintaining financial records, managing a property requires both expertise and availability. That’s where a professional property management company makes all the difference.
As a trusted partner for local owners, Coast & Valley Properties, Inc. provides full-service residential and commercial management, tenant placement, and personalized consultation. Their mission is clear: safeguard your property, ease your workload, and help you achieve the best possible return on your investment.
Why Choose Our Greenfield Property Management?
When you trust us with your property, you gain a partner in Greenfield who delivers three essential strengths:
- Clarity from the start: We begin with a structured, in-person consultation to determine the optimal rental price and identify necessary upgrades or maintenance that will enhance results. This upfront clarity ensures your property is positioned for success.
- Leasing done right: From professional marketing and unlimited showings to thorough in-house screening (credit, rental history, employment), we handle the full leasing process with care. Every lease is executed properly, move-in is documented with photos, and all funds are collected securely.
- Seamless day-to-day management: Whether residential or commercial, we manage the details without gaps. This includes coordinating repairs, communicating with tenants, collecting rent, paying bills, providing 24/7 emergency support, and issuing organized financial reports through a secure online owner portal.
Our Services
We provide complete residential and commercial property management tailored to your needs. From tenant placement to 24/7 maintenance and financial reporting, we handle every detail so you can enjoy worry-free ownership.
1. Detailed Consultation
The engagement begins with a Detailed Consultation, presented in person and typically lasting 45 minutes to 1 hour. A licensed agent visits the property to evaluate its condition and amenities and then provides a more specific pricing range. You also receive:
- An overview of management services (what is included and how the processes work)
- A property walkthrough to note features, needed maintenance, and rent-ready items
- Market trend analysis to align pricing with current conditions
- Suggested upgrades and maintenance issues to improve marketability and retention
- Advice on listing price and current market value
After this visit, owners have a much clearer understanding of the service approach and the choices ahead, whether leasing only or full management.
2. Leasing Only: Tenant Placement Service
If you prefer to self-manage after a new renter is placed, the Tenant Placement Service (also called “Leasing Only”) is designed for you. It includes:
- A thorough consultation to set expectations and confirm the property’s rent-ready status
- Marketing and creative advertising to reach qualified prospects
- In-house application screening, including:
- Credit check
- Rental history verification
- Employment verification
- Unlimited showings of your property to potential residents
- Detailed owner application review so you can see how decisions are made
- Lease execution and negotiation services to finalize terms correctly
- Property move-in evaluation with photos for clear documentation at the start
- Collection of the security deposit and the first month’s rent
After the lease is signed and move-in is complete, day-to-day management returns to you. If you prefer not to handle ongoing issues, you can add the residential management service at that point. (Pricing is provided by the office upon request.)
3. Residential Property Management: Full Coverage, 24/7
If you would rather not receive a 3:00 AM call about a leaking water heater or any urgent issue, our Monthly Management Service covers the complete cycle of residential care 24 hours a day, 7 days a week.
Included services
- Thorough consultation to confirm scope and goals.
- Annual market analysis to keep rents aligned with trends.
- Marketing & advertising, with unlimited showings to maintain leasing momentum.
- In-house screening (credit, rental history, employment) and detailed owner review.
- Lease execution & negotiation, then move-in evaluation with photos.
- Annual property inspections to catch issues early.
- Monthly rent collection and tenant communication for smoother operations.
- 24/7 emergency availability to address urgent needs quickly.
- Provide and supervise maintenance to help work get done correctly and safely.
- Bill payment on your behalf, including:
- Mortgage
- Utilities
- Insurance
- Property taxes
- Safe and secure online owner access to view activity and reports.
- Assist and supervise resident managers where applicable.
- Legal coordination at the owner’s expense if compliance or collections require counsel.
The residential management contract is annual for the first year and month-to-month thereafter.
4. Commercial Property Management Service
For commercial owners who want a complete solution, we provide full-service commercial management on a monthly basis, handling operations 24/7 with a disciplined, financial-forward approach.
Leasing & onboarding
- Thorough consultation and annual market analysis.
- Marketing and advertising for spaces, with tours for prospective tenants.
- In-house application screening: credit, rental history, and employment.
- Detailed application review, lease execution, and negotiation.
- Move-in evaluation with photos for baseline documentation.
- 24/7 emergency support for urgent building needs.
Billing, receivables & disbursements
- Billing services on a monthly, quarterly, or yearly schedule as required for tenants.
- Administer and track timely collection of rents and receivables, with an online payment option for tenants.
- Disburse funds to owners promptly (check or direct deposit).
- Provide timely payment and accurate posting of owner expenses.
Risk management, contracts & records
- Secure proposals for insurance policies, maintenance services, reserve studies, audits, and required preventive/routine maintenance.
- Prepare all 1099 forms and reports necessary for the owners’ vendors.
- Maintain complete financial records for owners and their partners.
- Financial reporting
- Owner monthly financial reports, including but not limited to:
- Balance Sheet
- Income Statement
- General Ledger
- Accounts Payable Details
- Aged Owner Report (Delinquent Payments)
- Bank and Certificate of Deposit Statement Reconciliations
- Access via the owner’s online portal (if selected) for convenient, ongoing transparency.
Commercial management is annual. Monthly pricing is based on the services needed.
- Owner monthly financial reports, including but not limited to:
5. Budgeting, Audits & Taxes
Strong planning supports stable operations. At least 60 days before the start of each fiscal year, we assist the owner in preparing the Annual and Long-Term Budget, using comparatives, historical performance, and the owner’s project plans for the coming year.
We also assist your accountant with audits and tax returns, helping supply records and coordinating what is needed to keep filings timely and complete.
Administration, Notices & Collections
Effective administration keeps your leasing and financial processes consistent and documented.
- Core administrative support
- Post and/or mail required correspondence on behalf of the owner.
- Send late notices to tenants and establish collection letters based on the collections resolution.
- File referrals to the attorney for collection when necessary and at the appropriate time.
- Document correspondence and actions so every step is tracked.
- Maintain a database of tenant calls, work orders, and maintenance requests.
- Maintain complete records and files for organized audit trails.
- Make tenant documents available online for all tenants to access.
- Provide 24-hour emergency support when needed.
These steps ensure compliance, support consistent follow-through, and create a clear record, important for accountability and outcomes.
Grounds, Inspections & Rules Enforcement
A property that is monitored and maintained is a property that retains value. We help you stay ahead of issues and protect common areas and building standards.
What we do
- Inspect grounds for maintenance needs, repairs, and potential violations.
- Monitor common areas for issues that could affect safety, appeal, or operations.
- Conduct inspections for rules enforcement and maintenance concerns.
- Recommend corrective actions as needed and carry out the owner’s decisions to resolve issues.
- Report ground status to owners so you have ongoing visibility.
Financial Transparency: What You See Each Month
Whether residential or commercial, clear reporting builds trust. Our monthly financial reporting package is designed to show you where things stand at a glance while giving you the details you need for decisions.
Standard reports
- Balance Sheet and Income Statement for performance snapshots.
- General Ledger for transaction detail.
- Accounts Payable Details to show vendor activity.
- Aged Owner Report (Delinquent Payments) for quick insight into outstanding balances.
- Bank and Certificate of Deposit Statement Reconciliations to validate accuracy.
For commercial clients, these reports can be delivered via our owner’s online portal (if you choose), so you can review them at your convenience.
Why Owners in Greenfield Choose Full-Service Management
- Fewer interruptions: With 24/7 emergency response, you’re not fielding late-night calls.
- Better tenant quality: In-house screening (credit, rental history, employment) supports more reliable rent collection and lower turnover.
- Documented protection: Move-in photos and written records help reduce disputes and clarify responsibilities.
- Organized finances: Monthly reports, bill pay, and on-time disbursements keep accounting organized and predictable.
- Planned maintenance: Inspections and vendor oversight catch issues early and support safe, consistent operations.
- Flexible engagement: Choose Tenant Placement only or full monthly management. Residential contracts are annual for the first year, then month-to-month. Commercial contracts are annual. Pricing is available from the office.
Getting Started
- Schedule your Detailed Consultation (45–60 minutes). We’ll review the property, current market conditions, and your goals.
- Select your service track: Tenant Placement or Monthly Management (Residential or Commercial).
- Launch marketing and screening for new tenancies—or transition your current tenancy into full management.
- Access reports and records via secure online owner access (and the owner online portal for commercial reporting, if you choose).
- Stay informed with consistent communication, documented inspections, and transparent financials.
Contract Terms & Pricing
- Residential: Annual for the first year, then month-to-month.
- Commercial: Annual; monthly pricing is based on services needed.
- Pricing: Please contact our office for current plans.
Home Owner Association Property Management Services
Fiscal Billing and Collection
- Billing services: Monthly, quarterly or yearly billing as required (electronic fund or other specified payment method)
- Administer and track timely collection of assessments
- On-line payment option for owners
- Deposit funds in Association accounts in a timely manner
- Send late notices to Owners as required per documents
- Report delinquent accounts to the Board of Directors in a monthly Management Report
- Establish collection letter schedule based on Collection Resolution
- File referrals to the Association’s Attorney for collection
- Document correspondence & actions regarding collections
- Report status to Board in a monthly Management Report
Financial Services
- Manage payables for all current Association contracts and vendors
- Provide timely payment & accurate posting of the Association expenses
- Secure proposals for Insurance Policies, Maintenance Services, Reserve Study, Audits, required preventative and routine maintenance items and others as needed
- Generate contracts for the protection of the Association for work to be performed by outside vendors via proposals accepted by the Board
- Prepare all 1099 forms and reports necessary for vendors of the association
- Maintain all financial records of the association and its members
Financial Reporting
Provide Board with financial reports (including but not limited to):
- Balance Sheet
- Income Statement
- General Ledger
- Accounts Payable Detail
- Summary of Budget vs. Actual
- Aged Owner Report (Delinquent Payments)
- Bank and Certificate of Deposit Statement Reconciliations
Prepare Annual Budget
- At least sixty (60) days before the beginning of each new fiscal year assist Board in preparation of the Annual and Long Term Budget using comparatives, history, and the Board’s plans for projects in the upcoming year to create a budget and assessment recommendation
- Proposed Budget will be provided as required by the Association
Audit and Taxes
- Assist Association’s Accountant in performing audits and tax returns
- Insure the Board’s direction on Association investments are carried out in a timely manner
Administration
- Prepare, mail and/or e-mail proxies & ballots in accordance with the legal documents
- Post and/or mail all such notices required by the association documents
- Maintain a database of homeowners calls, work or maintenance requests
- Record changes of ownership upon receipt of documentation
- Maintain complete records and files for the association
- Create quarterly Newsletters to inform Owners and Residents of Board Activities and other pertinent items and information concerning the Association
- Maintain the Association website
- Make Association documents available online for all owners
- Provide 24-hour emergency support as required
Meeting Coordination & Attendance
- Attend Board Meetings as required
- Ensure proper notice of meetings to membership
- Assist President or Board Liaison in preparing an Agenda
- Prepare & distribute Board Packets as required by the Board
- Present Management Report
- Conduct necessary follow-up on meeting action items
Annual & Special Owners Meetings
- Attend annual and special meetings as required
- Prepare, mail or email meeting notification letters and proxies
- Collect and tally proxies received
- Assist in voting procedures and tally votes
Maintain All Official Association Records
- Meeting Minutes
- Financial Reports
- Contracts and Agreements
- Homeowner Correspondence (filed by unit)
- Current Owner Listing and contact information
- Owner collection and violation notifications
- Collection referrals and subsequent attorney communication
Prepare & Distribute Association Correspondence
- Meeting and Legal Notices
- Correspondence with Owners
- Violation Notices
- Newsletters
- HOA Binders with all governing documents as requested
Communication with Board & Owners
- Maintain contact information, phone number/email and respond to inquiries within 2 business days
- Communicate with Board on a regular basis:
- Incidents/issues pertaining to the Association
- Changes in State or Local Association Laws or requirements
- Provide copies of all owner correspondence as requested
Inspect Homes for Rules/Covenant Violations
- Inspections for rules enforcement and maintenance issues
- Violations recorded, corrective actions recommended, and followed through to resolution based on procedures established by the Association. Inspections performed on a monthly basis.
- Monitor Homes for Sale; ensure violations and delinquencies are identified in the required Resale Packet
- Maintain records of homes being leased/rented
Inspect Common Grounds For Maintenance Needs/Repairs
- Monitor Common Areas for maintenance issues
- Recommend corrective actions as needed
- Carryout Board decisions to correct outstanding issues
- Report grounds status to the Board monthly
Provide Contractor Supervision & Review
- Obtain estimates for Association maintenance items
- Negotiate best prices and present estimates for review by the Board
- Perfect contracts between the Association and the Vendor
- Oversee and manage all contractors
- Inspect all work prior to payment being issued and enforce the contractual obligation
- Maintain accurate records of all contracts and payments
- Seek approval of the Board for changes in the scope of work or costs
- Issues are documented and reported to the Board on a timely basis along with a recommended course for corrective action
*Our HOA Management Service contract is on an annual basis. The monthly HOA Management Service pricing is based on services needed. Please contact our office for pricing.
FAQS
A property management company in Greenfield handles tenant placement, rent collection, property maintenance, financial reporting, and daily operations so owners enjoy stress-free investing.
Applicants are screened with background and credit checks, rental history, income verification, and employment confirmation, while following all fair housing guidelines.
We manage single-family homes, multi-unit apartments, and commercial spaces in Greenfield, with customized management solutions for each property type.
Rents are collected and disbursed to owners securely, either through direct deposit or mailed checks, along with monthly financial statements.
Our Greenfield team offers 24/7 emergency support, dispatching trusted local vendors to resolve urgent issues quickly and protect your property and tenants.