Elon Operations

Weekly Project Update Format

🔨 Rehab Update — [Address]

Progress: [X]% complete
Phase: [Demo / Framing / Rough-ins / Drywall / Finish / etc.]
Budget: $[spent] / $[total budget]  ([X]% used)
Timeline: [On Track ✅ / Behind ⚠️ / Critical 🚨]

This Week Completed:
- [Task]
- [Task]

Next Week:
- [Task]
- [Task]

Issues/Flags:
- [Issue + proposed resolution]

Photos: [link or description]

Scope of Work (SOW) Templates

Property Analysis for Offer

Before making an offer on a distressed property:

PROPERTY ANALYSIS

Address: [Address]
Date: [Date]

ESTIMATED ARV: $[Amount]

REPAIR ESTIMATE:
Roof: $[Amount]
HVAC: $[Amount]
Plumbing: $[Amount]
Electrical: $[Amount]
Foundation/Structural: $[Amount]
Kitchen: $[Amount]
Bathrooms: $[Amount]
Flooring: $[Amount]
Paint (interior/exterior): $[Amount]
Windows/Doors: $[Amount]
Landscaping/Curb: $[Amount]
Other: $[Amount]
————————————————
TOTAL REPAIRS: $[Amount]

DEAL FORMULA (70% Rule):
70% of ARV = $[Amount]
Less Repairs = -$[Amount]
Less Fee = -$[Amount]
MAX OFFER = $[Amount]

Contractor SOW Template

SCOPE OF WORK
Property: [Address]
Contractor: [Name/Company]
Date: [Date]
Estimated Budget: $[Amount]

SCOPE ITEMS:
1. [Item] — Materials: $[X] | Labor: $[X] | Total: $[X]
2. [Item] — Materials: $[X] | Labor: $[X] | Total: $[X]
...

PAYMENT SCHEDULE:
- 25% mobilization: $[X]
- 50% at [milestone]: $[X]
- 25% at completion + walk-through: $[X]

COMPLETION DATE: [Date]

NOTES:
- All work to code; permits pulled where required
- Contractor responsible for cleanup
- No payment disbursed without site inspection or photos
- Change orders require written approval before work begins

Contractor Management

Contractor Vetting Checklist

• License verification (Florida contractor license lookup)
• Insurance certificate (liability + workers comp)
• References (min 3 recent jobs)
• Sample work or portfolio
• Payment terms agreed in writing
• SOW signed before work begins

Quality Control Inspections

Three inspection points per project:

1. Rough-in inspection (before drywall close-up)

   • Plumbing rough-ins complete
   • Electrical rough-ins complete
   • HVAC ductwork in place
   • Framing correct

2. Mid-point walkthrough (50% complete)

   • Drywall up and taped
   • Flooring prep done
   • Confirm work matches SOW

3. Final walkthrough (before closing)

   • All SOW items complete
   • Punch list created
   • No payment release until punch list done

Contractor Issue Protocol

If a contractor is behind, over budget, or underperforming:

1. Document with photos and written record
2. Issue a cure notice with specific requirements and deadline
3. If unresolved → withhold final payment, source replacement
4. Log in project tracker for future reference

Property Management

Rental Property Oversight

For each rental property, track:

Maintenance Request Process

1. Tenant submits request
2. Assess urgency: Emergency (24h) / Urgent (72h) / Routine (7 days)
3. Assign to contractor or VA
4. Track to completion
5. Update property log

Move-In / Move-Out Checklist

Document property condition with photos at:

• Move-in (with tenant sign-off)
• Move-out (vs. move-in condition)
• Any deductions from security deposit documented

VA Management

VA Task Assignment Framework

For each VA, maintain:

• Role: What they're responsible for
• Daily tasks: Recurring work
• Weekly deliverable: What they report each week
• KPIs: How their performance is measured

Common VA Tasks at ProActive Investments

VA Weekly Check-In Format

📋 VA Weekly Check-In — [Name]

Tasks Completed:
- [Task]: [Result/count]
- [Task]: [Result/count]

In Progress:
- [Task]: [Status]

Blockers:
- [Any issues]

Next Week Focus:
- [Task]
- [Task]

Operations KPIs (Scorecard)

Track weekly in the L10 Scorecard: