Maintain vendor workers compensation and liability insurance forms as well as accurate working files. Maintain minute and resolution books. Process incoming mail.
Follow board procedures on legal work for collections and approved payment plans for owners. When necessary, communicate with attorneys on board approved collections.
Prepare agenda, meeting packages, notices, and proxies for all meetings including annul and special meetings. Attend meetings as per contact and compile all proxies and tallies for meetings and prepare minutes from meetings for board review.
Return phone calls and emails within 24 hrs. On-call 24/7 with an afterhours answering service that always connects calls to a live person. Participate in conference calls, prepare communications and eblasts as well as work with committee members. Provide daily information request from homeowners and board members and send monthly manager’s report to board members.
Answering owner questions and fielding daily calls and emails. Provide keys to contactors with an electronic record of key check out/in. Maintain and update owners list with email addresses as well as rental information. Coordinator all pest control and additional manager help.
Maintain all financial records. Produce monthly financial statements. Process ACH, credit card, and e-check payments. Reconcile bank statements. Work with auditors.
Prepare annual budget for board review. Review monthly financials and bank statements and send to board members. Prepare reports to accompany financials. Call delinquent owners at boards request. Work with board on delinquencies, payment plans, legal actions.
- CLOSINGS AND REFINANCE
Work with closing attorneys to provide necessary paper work including summary of accounts, mortgage questionnaire, budgets, special assessment history, and explanation of regime operations.
- THIRD PARTY CONTRACTS
Obtain and prepare bids as requested by board. Review vendor invoice, verify work completion, code invoice for budgeting, and process payment.
- INSURANCE CLAIMS
Meet insurance adjuster, process paperwork, and disperse checks as outlined in the regime documents.
- COMMUNITY WEBSITE
Individual website to help the community with information and communication. Options and features vary depending on what package is chosen.
- HOMEOWNER PORTAL
Allows users to have an individual account with payment history, documents, reports, calendar, newsletter, and other relevant community tools.
- BOARD PORTAL
Full access advanced section with reports, critical documents, and other useful features needed to help the board members function easily and efficiently.
Handle handyman task like installing a new screened door to hanging up a ceiling fan.
- REPAIR AND MAINTENANCE
Perform work that prevents deterioration or fixes a current deterioration such as missing roof singles or a leaky window seal. Perform routine maintenance such as roof inspections, janitorial services, power washing and rot replacement.
- MAJOR CONSTRUCTION
Capabilities range from managing to development and execution of new property construction to renovating existing structures.
- SPECIAL PROJECTS
Track expenses, cash flow and receivables on special assessments relating to special projects. Dialogue with all parties involved in special project. Process necessary paperwork on special projects as requested by the board.
Manage lawsuits involving the Owners Association, individual owners, and/or board members which require regular communication with the board and owners, responding to subpoenas, meetings, depositions, producing documents at the attorney’s request, disclosing information to buyers, sales agents, and lenders.
*Not included in standard contract.