Assessment & Onboarding
- Conduct a comprehensive analysis of the HOA, including governing documents, records, operational inefficiencies, financials, and any current conflicts or liabilities, to provide strategic recommendations and resolutions.
- Provide training and workshops on fiduciary responsibilities, governance, best practices, financial accounting, maintenance, insurance and the fundamentals of how HOAs operate.
- Establish HOA standard operating procedures, organize financials, and systematize official records and files.
- Review Requests for Proposals (RFPs), explain contract terms, and provide informed recommendations.
- Collect, organize, and transfer HOA records to facilitate a smooth transition.
Accounting & Financial Management
- Provide financial guidance to support informed decision making and long-term reserve planning.
- Perform full- cycle bookkeeping, processing accounts receivable and payable: client billing, vendor invoices, expense receipts, 1099s, capital reserve disbursement, monthly transfers and account reconciliations.
- Develop annual operating and reserve budgets ranging from under $1M to multi-million dollars, ensuring sound fiduciary oversight, expense control, and cash-flow forecasting for common-area operations and capital projects.
- Configure financial software: create chart of accounts, assign GL codes/mapping, set up clients and vendors, program amortizations and recurring journal entries, link bank accounts, enable Bill Pay, EFT, ACH receivables, and credit card transactions; design-customize report formats, invoices and payment notices.
- Prepare and present the monthly, quarterly, and executive financial reports, including balance sheets, income statements, subsidiary reports, and detailed analyses.
- Ensure GAAP compliance and adherence to HOA, federal, state, and local regulations, including 1120-H filings.
- Collaborate with attorneys on defaults, lien filings, and foreclosure proceedings.
Governance & Community Relations
- Advise on property compliance with federal, state, and local laws, HOA governing documents, leases, reserve study, and contracts.
- Serve as liaison between boards, developers, property management companies, financial partners, insurance providers, real estate professionals, and legal counsel.
- Provide realtor and escrow documents, including condo-questionnaires, loan re-certification, HOA records, reinvestments fee and pay off information.
- Facilitate an accurate reserve study, by providing required information and records to reserve analyst, coordinating revisions, meetings, and delivering the finalized report for board approval.
- Review CC&Rs, bylaws, plat maps, easements, supplements, and resolution to provide recommended provisions, amendments and or consolidation restatement.
- Administer insurance policies, risk assessments, mitigation strategies, and manage claims.
- Develop a chart outlining HOA vs. Owner Maintenance Responsibility per governing documents.
- Draft rules & regulations and attorney reviewed resolutions.
- Create templates, including violation and delinquency letters, welcome packets, animal registration forms, proxies and ballots.
- Organize and facilitate events, board and town hall meetings, executive sessions, and meetings with bankers, lenders and legal counsel.
- Prepare calendars, agendas, board packets, proxies, ballots, community notices, annual SB167- COI disclosures, violation and delinquency letters.
- Completion of all required registrations, certification and filings, including HOA registry, state- mandated certifications, taxes, and application for HUD FHA condominium project approval.
- Maintain the HOA Owner Portal with accurate and state compliant records.
Operations & Maintenance Projects
- Provide guidance and referrals on the functions of routine and preventative facility maintenance, housekeeping, landscaping, snow removal, and life safety compliance certifications.
- Conduct property inspections of all areas of operations, including guest/owner experience and aesthetics.
- Monitor and track timely owner maintenance work order completion, with follow-up to ensure resolution.
- Develop a maintenance schedule chart to track routine and preventive maintenance dates, compliance deadlines, and CapEx.
- Draft scopes of work and contracts, incorporating maps and appendices.
- Obtain and review vendor and contract bids, including scopes of work, cost variance and detailed analysis of terms and conditions.
- Manage vendor contract adherence, licenses, project lien waivers and insurance requirements, including the HOA listed as additionally insured on policy.
- Supervise project management of an interior/exterior CapEx; overseeing contractors and engineering staff to ensure quality and timely completion.
- Assist the maintenance team with task management software, scheduling, and on-call emergency coordination.
- Train maintenance engineers on reserve studies, enabling them to compare their own and contractors’ on-site observations of component conditions and useful life to projections; understand board-approved spending thresholds; and apply guidelines for expensing items to reserves vs. operating.
- Create and maintain a comprehensive vendor and contractor directory.
- Create safety compliance, risk prevention, and maintenance inspection procedures and manuals, including identifying building elements and recording observations for inspection reports.
