How can I organize and prepare for new role? Senior analyst of Asset Management
I’ve worked in CRE Asset management for about 2.5 years in an analyst/senior analyst role. My case load has averaged about 14 deals across all asset types. I’ve recently been offered a position as Senior Analyst on a Multifamily portfolio were my case load will be somewhere between 20-25 assets (equity ownership) in varying size. I’m wondering if anyone has helpful tips, tricks, or overall advice to help stay organized and keep track of all of the new deals that I will be responsible for. What sort of filing methods I could use, excel sheets I can create, information to prioritize? 

The company will have all of their own file structures set up with deal information, financials, CF models, etc. The main purpose of this is for me to find a way to build a cheat sheet on information I may need to reference on a regular basis and help mitigate deal merge
[{"id": "h0f15u1", "text": "Maybe take a fresher course online? Like from Cornell or MIT. Or go and start modeling your own deals as if you were doing it for your own company?", "replies": [{"id": "h0l7aa1", "text": "Think OP is looking for tips on organization, not modeling", "replies": [], "depth": 2}], "depth": 1}, {"id": "h0fu0iu", "text": "Not in AM, but acquisitions/development. I keep a deal sheet with high level metrics I need to reference regularly for any ongoing deals, be it during DD or throughout construction.\n\nI\u2019ll include anything like PF stabilized NOI, going in/exit cap, project duration and where we are currently, major issues in DD, cost basis and budget, etc.\n\nNot tailored to your role, but you get the idea. I\u2019d think for AM maybe you\u2019d want to incorporate things like major vacancies/ongoing lease negotiations, upcoming capex, and so on.", "replies": [{"id": "h0guxmw", "text": "Yeah this is exactly what I\u2019m thinking and I will have to figure out how the new shop currently tracks monthly metrics and property performance so im not duplicating efforts. I\u2019m thinking I\u2019ll start with high level information regarding the deal/acquisition, major milestones, general property information (year built, unit #, asking rent), senior loan information, CapEx, and then market comp info. Maybe get a file structure printed out with the LLCs book marked with pertinent information on the waterfall, buy-sale procedures, etc.", "replies": [], "depth": 2}], "depth": 1}, {"id": "h0gdqfw", "text": "I'm currently an analyst in AM for a CRE firm. It took some time to adapt to the role as everyday is different (in a good way) \n\nAsset managers are essentially the middle man between everyone to ensure smooth operations of the properties. You collaborate with brokers to underwrite deals and budget, with property managers to deal with tenant and property specific issues, property accountants to ensure financials for each property make sense, property admins for ad hoc requests that come up from tenants, building operators for updates on properties physical conditions..etc \n\nIn summary you're basically the go to or the \"smartest person\" in the room to deal with anything that may come up, including underwriting a potential sale or purchase of a property\n\nHope this helps", "replies": [{"id": "h0gvfaw", "text": "Yeah I\u2019m pretty familiar with the scope of the work that I will be involved with considering my current role is responsible for the same stuff, I\u2019m mostly trying to get advice on how to help stay organized regarding deal info. Is there anything you use outside of regular reporting that\u2019s helped you when you have to reference information on the fly?", "replies": [{"id": "h0h4sys", "text": "Great question; its a bit of a work in progress but I have my own spreadsheet with a few tabs \n\nOne tab is a calendar for me to keep track of what I worked on day to day and notes on the side to easily remember, another tab is deals we have on the go with regards to the tenant, property, effective date and notes \nA few other tabs are meeting notes with the various brokers we have and the status of certain deals we have on the go \n\nThis combination has worked well for me to at least keep track of everything going on, I'm definitely looking to improve it as well so if you have any suggestions I'd be happy to chat!", "replies": [], "depth": 3}, {"id": "h0hnxzl", "text": "I agree with the poster that it is a work in progress.  I've maintained variations of spreadsheets as I switched companies as each company/management/assets has their nuances/hot buttons.  I first create a 'players' list tab that I print out and keep posted in front of me.  It contains contact info for each asset (i.e. property manager, leasing agent, legal, lender, etc).  There's also a tab summarizing all the properties (i.e. name, address, type, size, yr built, vacancy, latest value, CAP rate, NOI, sale date, sale price, etc).  Another tab to track all the leases I've executed for the year along with what leases I'm working on along with some notes (i.e. tenant name, size, % of building, lease execution date, term, net effective rent vs budgeted/proforma NER, TI, etc). Also, track CapEx items (tab or each property or all on one tab).  Finally a tab with mortgage info.  I usually have all these tabs available when I'm on a call.  All this info will also help you keep your resume updated.  I also find it helpful to create email folder for each property and file emails under sub/sub sub categories like leasing/tenant, CapEx, financing, legal, etc.", "replies": [], "depth": 3}], "depth": 2}], "depth": 1}]