Accounts Receivable and Collections
Issue monthly assessment to all owners, listing recent transactions, and total outstanding balance.
Accept and process all payments from owners.
Follow-up on delinquent owners, assess late fees to delinquent owners.
Advise the board when it is appropriate to place a lien against delinquent owners, and upon Board approval, will process a lien.
Answer all calls, letters, and emails from owners in regards to their account.
Accept, review and process all invoices.
Setup and maintain electronic payments for all bills.
Correspond with vendors regarding invoices.
New vendors are checked for licensing and insurance requirements.
Current vendors are periodically checked for licensing and insurance requirements.
Association’s accounts are reconciled on a monthly basis (or in accordance with receipt of bank statements) Financial Reporting
Provide monthly financial report to all board members. The report shall cover all accounts and includes expense detail report and deposit detail report.
Provide monthly delinquency report to Treasurer and/or all Board members who request a copy. Budget and Taxes
Manager prepares and submits to the Board a proposed annual budget, approximately 120 days before the fiscal year end.
Upon approval of the Board, manager revises and mails the approved budget to all owners.
Coordinate annual tax preparation and financial review with the Association’s CPA.
Process vendor 1099 forms and submit them to the IRS. Administrative
At the request of the board, notices and special mailings will be prepared and mailed to owners.
Manage all incoming and outgoing correspondence from owners and service providers.
Hard copies of all files are maintained and stored. Maintenance
All maintenance requests are processed and monitored through a work order system.
Routine requests are forwarded to the appropriate vendor for handling.
Non-routine and special requests are forwarded to the Board before proceeding.
At the request of the Board, obtain a minimum of 3 bids on any large projects. Manager As your business manager, we will supervise your community as follows:
Maintain consistent correspondence with Board members on any and all matters pertinent to the HOA.
Act as a liaison between the Board and all other parties.
Attend Board and Membership meetings at the request of the board.
Perform site visits weekly and report on any findings.
Supervise all contracts, including regular service providers, general contractors, utility companies and insurance policies.