@Jenni Moore Just document everything and be very organized if/when you go to court.

Pay attention to things such as organization, attitude and how quickly they return your calls.  

Provide a written report of income/expenses for the month.If you intend to manage for others, you my consider joining a professional organization like NARPM where you can take classes and accelerate your learning.

I am trying to understand best practices for transactions with contractors and tenants while making sure it is still well organized. 

Very knowledgeable professional organizations.

I've been in touch with the organizers of that program and they've asked if the 1st floor unit could be available for another client in that program when that lease terminates.

Figure out what the earliest she can get in to the embassy and to a notary is, and work from there to figure out when you can close. 

I'd recommend using a lease agreement that has been vetted by a large organization.

The free version works great if you're looking for a way to organize correspondence and follow-ups.

There are some groups that exist for the purpose of helping investors learn and network...and there are some groups that exist for the sole purpose of selling you things to enrich the organizers.