Services Offered

Financial Management

Accounts receivable/ payable and financial statements

  • Collection of dues, assessments, rents and payments to the property
  • Automatic Clearing House (ACH)
  • Management of accounts payable
  • Financial statements preparation
  • Financial statements include copies of all paid invoices

Finacial Services

  • Coordination of legal collection actions on delinquent owners
  • Utility usage and cost tracking and assist with efficiency reviews
  • Annual budget preparation
  • Payroll functions
  • Implementing of special assessments
  • Coordination of annual reviews, audits and taxes

Maintenance and Facilities Management

  • Emergency 24/7 response and services
  • Develop and implement preventative maintenance plan
  • Assistance with capital reserve study
  • Management of property staffing including concierge, maintenance and cleaners
  • Maintenance project management
  • Vendor contract negotiation
  • Vendor coordination and management (i.e. landscapers and snow removal)
  • Perform property inspections to identify and prioritize regular maintenance and capital needs
  • Assist property with developing an emergency plan

Construction Coordination and Administration

Pre-Construction services

  • Assist owner with identification of the property’s capital needs and owner’s intentions to perform work
  • Advise owner on appropriate engineer, architect or consultant for intended work
  • Act as liaison between the owner, the engineer and the contractor
  • Create and manage RFP for architects, engineers and consultants
  • Review project plans and specifications
  • Coordinate pre-bid, pre-construction, construction and close out meetings
  • Assist with bidder pre-qualification
  • Prepare bid package and distribute to all qualified bidders
  • Review bids with architect for owner presentation
  • Assist owner with bid review and awarding bid
  • Oversee contract services by association attorney
  • Coordinate necessary project funding (special assessment and/or bank loan)

Construction and Post-construction Services

  • Manage project controls including schedule and costs
  • Coordinate and attend weekly construction meetings
  • Keep all owners apprised of project status, changes and general information
  • Manage project closeout activities including punch lists, warranties, lien waivers and payments
  • Assist with warranty repair communications and notices

Association Governance

  • Offer guidance and direction to the Board to ensure it is carrying out its duties and responsibilities as prescribed by applicable laws and governing documents
  • Direct the Board on proper election procedures that conform to the governing documents and applicable laws
  • Develop a system to respond to owners’ requests for association maintenance and for other association-related matters
  • Facilitate owner communications to periodically provide information concerning the association and to get feedback from the owners
  • Help the Board develop mechanisms and procedures for assuring residents’ obligations to adhere to the governing documents
  • Review and recommend that the appropriate insurance-such as commercial general liability, property damage, directors and officers liability, workers’ compensation and fidelity insurance-is maintained by the association as required by the governing documents and applicable law

Administration

  • Assist with sales and refinancing requests, including bank questionnaires, document requests and 6(d) issuance
  • Maintain up to date contact information for all owners
  • Enforce all governing documents including by-laws and rules and regulations
  • Respond to owner communications within 24 hours of receiving an email or telephone call
  • Assist with marketing master insurance policy
  • Maintain insurance certificates for all vendors
  • Energy usage reporting, if required by local ordinance
  • Maintain records for the association per all state and federal laws
  • Review unit owner architectural or renovation requests
  • Assist with monthly/quarterly association newsletters
  • Prepare and distribute board meeting agenda packets
  • Prepare and distribute annual or special meeting agendas and notices