Our Services
We are here to assist you in finding the right business solutions that will help you run your association effectively and efficiently, by providing the high level of services you deserve, all the while saving you time and money.
Management Service Details
The following is a list of only some of the services we provide to our clients on a daily basis:
Accounts Receivable and Collections
Issue monthly/annual assessment statements (payment coupons) to all owners.
Accept and process all payments from owners, either via check, money order or electronic debit (ACH).
Revenue is deposited into Association’s operating account. Funds are not co-mingled.
Track revenue on a daily basis, follow-up on delinquent owners, assess late fees to delinquent accounts per documents.
Answers all calls, letters and e-mails from owners in regard to their account.
Accounts Payable
Accept, review and process all invoices.
Setup and maintain electronic payments with utility companies.
Checks are processed weekly.
Correspond with vendors regarding invoices.
New vendors are checked for proper insurance.
Current vendors are periodically checked for proper insurance.
Bank Accounts
All accounts and funds are managed (operating, reserve, investment).
Association’s accounts are reconciled on a monthly basis (or in accordance with receipt of bank statements).
Upon request, management can provide contacts with investment institutions which specialize in Association investments.
Financial Reporting
Provide monthly financial report to all Board members.
Report covers all accounts and includes Balance Sheet, Income Statement, Accounts Receivable Outstanding List and Check Register.
Provide owner activity report showing balance at beginning of month, any payments/adjustments made, and month ending balance.
Budget, Taxes, Reserve Study
Manager prepares and submits to the Board a proposed annual budget, approximately 90 days before the fiscal year.
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 vendors.
Coordinate with reserve specialist, and assist with the annual reserve study.
Unit Transition Services
Provide basic information about Association as requested by a seller, prospective buyer, or real estate sales agent.
Included would be any resale certificate mandated by law or stated as a condition of a sale contract.
Prepare the necessary correspondence and assist in the production of other Association-related materials requested.
Upon notification of a sale of a unit, prepare the necessary records and files required for assessment billing and other communications.
Administrative
All incoming and outgoing correspondence from owners and service providers is managed.
At the request of the Board, notices and special mailings will be prepared and mailed to owners.
Electronic 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.
Assist the Board in obtaining bids.
Manager
You will be assigned a client representative who will supervise your community as follows:
Supervise all activities and duties listed beforehand.
Correspond with Board members and owners.
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 at the request of the Board, and report on any findings.
Supervise all contracts, including regular service providers, general contractors, utility companies and insurance policies.
Negotiate contracts upon request and approval of the Board. (Manager will not hire or fire service providers without Board approval)
Inform and copy the Board on important correspondence from owners and service providers.
Advise the Board of new developments in the industry and law compliance issues.
Prepare sample agenda for monthly meetings.
Coordinate with attorney on legal issues.
Coordinate with insurance claims office if a claim is filed.
Manager or assistant manager is available via voicemail 24 hours a day, 7 days a week for maintenance emergencies.
Our Services
We are here to assist you in finding the right business solutions that will help you run your association effectively and efficiently, by providing the high level of services you deserve, all the while saving you time and money.
Management Service Details
The following is a list of only some of the services we provide to our clients on a daily basis:
Accounts Receivable and Collections
- Issue monthly/annual assessment statements (payment coupons) to all owners.
- Accept and process all payments from owners, either via check, money order or electronic debit (ACH).
- Revenue is deposited into Association’s operating account. Funds are not co-mingled.
- Track revenue on a daily basis, follow-up on delinquent owners, assess late fees to delinquent accounts per documents.
- Answers all calls, letters and e-mails from owners in regard to their account.
Accounts Payable
- Accept, review and process all invoices.
- Setup and maintain electronic payments with utility companies.
- Checks are processed weekly.
- Correspond with vendors regarding invoices.
- New vendors are checked for proper insurance.
- Current vendors are periodically checked for proper insurance.
Bank Accounts
- All accounts and funds are managed (operating, reserve, investment).
- Association’s accounts are reconciled on a monthly basis (or in accordance with receipt of bank statements).
- Upon request, management can provide contacts with investment institutions which specialize in Association investments.
Financial Reporting
- Provide monthly financial report to all Board members.
- Report covers all accounts and includes Balance Sheet, Income Statement, Accounts Receivable Outstanding List and Check Register.
- Provide owner activity report showing balance at beginning of month, any payments/adjustments made, and month ending balance.
Budget, Taxes, Reserve Study
- Manager prepares and submits to the Board a proposed annual budget, approximately 90 days before the fiscal year.
- 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 vendors.
- Coordinate with reserve specialist, and assist with the annual reserve study.
Unit Transition Services
- Provide basic information about Association as requested by a seller, prospective buyer, or real estate sales agent.
- Included would be any resale certificate mandated by law or stated as a condition of a sale contract.
- Prepare the necessary correspondence and assist in the production of other Association-related materials requested.
- Upon notification of a sale of a unit, prepare the necessary records and files required for assessment billing and other communications.
Administrative
- All incoming and outgoing correspondence from owners and service providers is managed.
- At the request of the Board, notices and special mailings will be prepared and mailed to owners.
- Electronic 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.
- Assist the Board in obtaining bids.
Manager
You will be assigned a client representative who will supervise your community as follows:
-
- Supervise all activities and duties listed beforehand.
- Correspond with Board members and owners.
- 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 at the request of the Board, and report on any findings.
- Supervise all contracts, including regular service providers, general contractors, utility companies and insurance policies.
- Negotiate contracts upon request and approval of the Board. (Manager will not hire or fire service providers without Board approval)
- Inform and copy the Board on important correspondence from owners and service providers.
- Advise the Board of new developments in the industry and law compliance issues.
- Prepare sample agenda for monthly meetings.
- Coordinate with attorney on legal issues.
- Coordinate with insurance claims office if a claim is filed.
- Manager or assistant manager is available via voicemail 24 hours a day, 7 days a week for maintenance emergencies.