Administrative Services

Make it easier for your board members to be effective policy and decision makers. With our web portal, your board and homeowners have 24/7/365 access to important information. In addition to timely data, you property manager provides insights and information to help your board make effective, timely decisions. By delegating routine duties to our administrative staff, your board can focus on managing.  

These are just a few of the many administrative services we provide to support your board and community.

• Attend regular board meetings to review short-term and long-term operations. Your property manager will provide guidance, suggestions, and answer questions to help your board accomplish its goals and avoid pitfalls.
• Maintain an annual calendar including planned maintenance and administrative items planned for the year.
• Prepare monthly income and expense breakdowns which take into account seasonal variances and billing frequencies – monthly, bi-monthly and annual expenses. The result – year-to-date numbers are accurate and variances between budget and actual expenses are reduced, helping to keep your HOA or condo association financially solid.
• Assist your board in hiring a professional reserve study company to perform a 20-year reserve study and updates. With an accurate reserve study, your board will have the facts necessary to create a realistic budget.
• Enforce house rules, as directed by your board of directors. By utilizing your property manager and our staff to enforce house rules, your board members avoid being the "bad guy".
• Web portal. Electronic access is convenient, saves time, and saves money. Board members can view invoices and other board documents. Homeowners can login to access their invoices, statements, notices, etc.
• Mailings to home owners. Prepare and mail necessary correspondence, such as letters, newsletters, late notices, and minutes, as directed by your board. By using the web portal, we can reduce the volume of your mailings and save money for your HOA.
• Maintain all financial and property records for seven years in accordance with generally accepted accounting principles (GAAP). We scan and store your records electronically making it easy and convenient for your board to access recent as well as historical information. You'll never need to search through file boxes or hand-off paper files when new board members are elected. If you board elects to do an audit, we'll give your CPA access to the electronic records - saving them time and you money.
• Maintain files for major common area repair contracts; stored electronically for easy access.
• Maintain files for all correspondence, board meeting minutes, and all pertinent property information; stored electronically for easy access.
• Maintain a current list of all homeowners and their contact information; stored electronically for easy access.
• Maintain files of house rules and architectural history for each unit or home; stored electronically for easy access.
• Optional: Provide and maintain a community website. Your board chooses the design/look and can add, edit, and remove pages and information.

Learn about our other services, get a management proposal or contact us today to discover how to increase the effectiveness of your HOA or condo association board.