Full-Service Community Management
Our San Diego Community Management Division provides full-service management for Community Associations. Our goal is to establish a working relationship with the Board and ensure that the Communities we represent are able to thrive. Administratively, the following items are included with all Management Relationships.
Management assists the Board in setting regular meetings, which include scheduling, notice/agenda distribution, meeting attendance, and minute recordation. A Board packet is also prepared for the meetings, so the Board has access to all pertinent information.
When owners contact the office, Management ensures there is a prompt reply for assistance. Trust in Management is built through the continued ability to be in contact with the representative who can best assist with the owner’s needs.
Online Owner/Director Portal
Community Management services include access to an online portal that provides real-time individual account information for each owner. The service includes Board access to financial/violation/work order reports and documents without having to contact Management.
Bids and Proposals
Management obtains proposals for work per onsite inspections and recommendations or the Board’s expressed direction. These proposals are only obtained from qualified professionals who can provide expert services.
Should there be a need for mailings to homeowners, Management assists by preparing letters, notices, newsletters, and/or duplicating, folding, stuffing envelopes, and mailing the correspondence.
Management assists Boards with resolving existing or potential problems and has access to professionals and specialists in related fields (including attorneys and other vendors).
Management completes regular inspections of the property to ensure that maintenance items are addressed with the proper contractors and enforcement of the governing documents is continued (per the Board’s expressed direction).
Rules / Violations
Management will team up with the Board to handle rules and regulations enforcement. This may include the formulation of a fine policy as well as the adoption of enforcement procedures and mailing of warning letters, violation notices, and/or fine notices. Management will track and monitor any violations of association rules and architectural guidelines.
Management will assist the Board in preparing and adhering to an annual operating plan that includes the goals and objectives of the Board of Directors, Management, and the Association.
24 Hour Answering Service
Should there be an after-hours emergency, Associated Professional Services provides a 24-hour answering service. A live person will answer the phone and one of our staff members will be contacted.
What is the job function of a community manager?
The Community Association Manager is generally responsible for the management and support of the community association, including daily operations, regular interaction with the Board of Directors/homeowners/vendors, neighborhood meeting attendance, budget preparation, and overall community business management.
A community manager assists the Board of Directors and association in virtually every aspect of its operation, whether he or she is an onsite manager, portfolio manager, or part-time manager. The essential duties of a community manager include:
- Maintaining common use structures
- Arranging landscaping services
- Trash removal
- Checking fire or carbon dioxide detectors
- Scheduling repairs
- Scheduling homeowner meetings
- Providing security
- Maintaining all financial records
Although specific tasks differ between associations, the essential duties of a community association manager are relatively similar.
Why is community management important?
The main responsibility of the association management company is to enforce the community policies, rules, and regulations made by the Board of Directors on behalf of the homeowner association. Because of the array of issues or situations that can arise in an HOA, it can be difficult for self-managed associations to adequately handle everything. That’s why typically, the Board will hire an expert association management company to work directly with them. They are expected to have extensive experience handling issues professionally and effectively, including day-to-day operations, performing maintenance duties, hiring vendors, and communicating with residents.
One of the most important reasons to hire an HOA management company is for their expertise. There are a lot of aspects to community association management, and it’s nearly impossible for one person to be an expert in all these areas. When you hire an HOA management company, you’re not only reducing the Board’s workload, you’re also bringing in the knowledge that other team members may not have.
What is the difference between a community association manager and a property manager?
Community Association Managers oversee and direct all aspects of running the business, and therefore must have comprehensive knowledge of the business operation and applicable laws. This knowledge base is what separates them from the property manager and allows them to personally ensure that an entire community operates as efficiently and successfully as possible.
Property Managers spend most of their time dealing with tenants and reporting directly to the owner of a unit. Their day-to-day responsibilities include tasks such as collecting rent, showing vacant units to prospective tenants, and arranging repairs for items inside the unit. Their main focus is to ensure that the maximum number of properties are rented with the highest possible revenues.
Community Association Managers on the other hand, work for both the Board and the homeowners. The primary functions of the Community Association Manager include developing and executing budgets, presenting financial reports to Board members, site inspections, upholding governing rules, dispute resolution, and common area maintenance.
Are there different types of community association managers?
Sometimes the community manager is an on-site role, requiring the person to be in an office during business hours. An on-site manager might be among the management office staff who regularly answer phones, log residents’ issues, and supervise vendors.
Others oversee a portfolio of communities, so they may not be among the regular faces residents see upon entering the management office and may not be as directly engaged with residents.