• Monthly on-site visits/inspections to ensure compliance and to make recommendations on required maintenance to Board.
• 24/7 emergency after hours coordination and dispatch in conjunction with on-site staff.
• Monitor performance of all maintenance contracts and address issues if they arise.
• Renegotiate vendor contracts to ensure pricing is always competitive and contract requirements are current.  
• Vendor screening (includes verification of insurance, license, and references).
• Ensure all building systems are current and up to code for maximum safety (includes but not limited to fire alarm systems, elevators, sprinkler systems, HVAC units, fans, emergency generators).
• Setup and manage annual maintenance of all major building components.
• Create maintenance calendar for managing building certifications and timely scheduling of preventative maintenance in our online portal.
• Manage FOB, security camera system, and security control mechanisms to ensure maximum security and minimize HOA liability.
• Coordinate and manage the Reserve Study for all building components. Make recommendations on items to include. 
• Aid in identifying any developer defects and manage the process with legal and accounting. 
• Bid review/comparison and recommendations on next steps.

Maintenance Coordinator:

• Process all maintenance requests in a timely manner (online maintenance request available via owner portal) in conjunction with building engineer.  
• Order parts for repair or installation, if required, to ensure best price possible.
• Contact, hire and supervise all maintenance work with vendors.
• Follow up on all maintenance matters in conjunction with building engineer to ensure properly performed and resolved.

• Monthly HOA assessment collections (offer online dues payment option), bank deposits, and transfer of reserve funds.
• Monthly reconciliation of account ledgers and late notices to homeowners past due.
• Payment of all operating and reserve expenses, including utilities and payroll. 
• Issue monthly financial report: includes bank statements and reconciliation reports, check register, deposit summary, budget comparison, aged receivables, and balance sheet). Report is available online for easy access.
• Coordinate with CPA to complete annual tax returns and financial reviews and provide all necessary documentation.
• Finalize and distribute year-end financial summary to HOA per Davis Stirling.
• Create annual pro forma operating budget with recommendations to reduce expenses and reserve contributions for upcoming major repairs.
• Manage collection of delinquent payments up to 90 days. Coordinate with collection companies once a homeowner’s account is 90 days past due. 
• Filing liens and instituting foreclosure proceedings on a homeowner with Board approval. 
• Provide all necessary documentation for sales or refinances. Additional fees apply and are charged to homeowner directly.

• Send out all building notices regarding upcoming maintenance activities/events utilizing online forum of building’s choice as needed. 
• Communicate and update homeowners as necessary on building matters. Respond to all inquiries within 12 hours or next business day.
• Manage and resolve homeowner questions and complaints.
• Draft and send letters to homeowners who are in violation of CC&R’s, including timeframe for correction or, if applicable, hearing dates.
• Compile and send annual disclosure mailings to homeowners.
• Ensure HOA is compliant with all current laws governing condominium communities.
• Handling of delinquent accounts, emphasizing timely follow-up and confidentiality.
• Work with and provide advice to homeowners on how to handle neighbor disputes.
• Coordinate all moves for the building in compliance with house operating rules and regulations. Collect and maintain all necessary tenant documentation.
• Coordinate and oversee all homeowner architectural modification requests in conjunction with Architectural Committee.
• Maintain homeowner information database to keep current including parking space and storage space assignments. Maintain database of tenant list. 
• Provide welcome packet to new homeowners and tenants.
• Refinance and Resale Disclosure oversight and submittal.
• Dedicated Resident Communications Coordinator to ensure effective and timely communication to all residents.

• Schedule board meetings: coordinate, send out agenda, and attend.
• Prepare and circulate Board packets 4 days prior to meeting.
• Prepare and maintain to-do lists and assign timelines to all action items and ensure completed in a timely and accurate manner.
• Coordinate annual meeting/elections and manage voting forum.
• Ensure board meetings and general policies and procedures are being carried out in compliance with the Davis-Stirling Act and buildings’ governing documents.
• Keeps BOD up to date on any new association laws or changes to current laws.
• Make recommendations for updates to the CCR’s, By-Laws, and House Rules annually to ensure documents are compliant.
• Manage annual insurance renewal and ensure building is compliant and adequately covered.  
• Assist in managing building committees by providing general support and feedback as needed.
• Make recommendations based on best practice with other properties on how to improve building security, process, and communication.

Services include but are not limited to:

• Reviewing and analyzing of all financial documents to ensure accuracy.
• Coordination and oversight of renovations, upgrades, and large maintenance projects such as exterior paints, roof replacement, deck replacements.  
• Management and follow through for insurance claims.
• Preparation and representation at legal proceedings or before any public agencies.
• Coordination of governing document updates and modifications. 
• Draft House Rules and resolutions.
• Attend additional Board Meetings (4 are included).
• On-site project oversight i.e. 5-year sprinkler test involving entry into each unit.
• Collection procedures for past due homeowner’s fees charged back to homeowner.