Instructions Documentation

Over the course of my time supporting the Affordable Housing Capital Markets team, I built out a full playbook covering every stage of a deal's life cycle and the operational backbone that supports it. These instructions capture how to stand up a new deal from the moment it lands, prepare and design the marketing and blast materials, manage licensing and legal requirements across states, run our Capforce CRM (contacts, companies, campaigns, and exclusions), keep clients informed through status reporting and milestone tracking, handle the financial administration behind expenses and invoices, pull market research and rent comparables, and manage the day-to-day office logistics and onboarding that keep the team running smoothly. Together, these documents are meant to let anyone stepping into this role pick up exactly where I left off, with a clear, step-by-step reference for each part of the process.

New Deal & BOV Setup

Standing up a deal from the moment it comes in: folder creation and naming, N-drive standards, Capforce opportunity setup and teams, the full BOV protocol from producer hand-off through analyst underwriting, and what goes into the war room file set.

Deal Launch & Marketing Materials

Building the blast-ready assets: recreating the OM cover, property summary table, and investment highlight tiles in InDesign; assembling the targeted investor list; the full countdown-to-launch checklist; and posting files to the top of a Teams deal chat.

Licensing & Compliance

Keeping producers licensed and compliant: scheduling and paying for fingerprinting, tracking certification status by state, locating state-specific CA/listing agreement forms, and finding the current broker of record for any state.

Capforce CRM Management

Running the contact and campaign engine: creating and merging companies and contacts, logging tasks and meetings, adding the master list and local inventory contacts to a campaign, moving members between campaigns, and understanding every reason a contact gets excluded from a blast.

Client Communications & Reporting

Keeping clients current after launch: building the weekly Client Status Report from Capforce data (CA-signed lists, investor status categories), and running Harris County's milestone creation and fee-allocation process end to end.

Financial Administration

The back-office side of the job: coding and submitting expense reports by category, pulling supplier/speedchart/deal IDs and submitting invoices for approval, and allocating below-the-line unallocated funds on an opportunity.

Market Research & Analysis

Feeding the underwriting process: pulling 1/3/5-mile CoStar demographics into the standard sheet, and calling and tracking rent comps with a consistent phone script and data format.

Office Operations & Onboarding

Keeping the team running day to day: reserving conference rooms, prepping and distributing the Friday pipeline reports and agenda, quick reference to key N-drive file paths and bookmarks, and getting new teammates access to Eloqua, Capforce, and Revere.

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