HOA / Association Management (35)
about 31,188 hrs/yr
- Assessment charge posting (Daily / Monthly, about 936 hrs/yr) Assessment posting charges every homeowner the regular dues set in the approved budget, monthly, quarterly, or annually, by lot or unit type.
- Assessment payment posting (Daily / Monthly, about 936 hrs/yr) Homeowner payments from lockbox, ACH, and online portals are applied to assessment accounts in the order the governing documents or state law require.
- Delinquency notice (Daily / Monthly, about 936 hrs/yr) HOA delinquency notices remind owners of past-due assessments and escalate through the collection policy's steps and any statutory notices, which can end in a lien.
- Late fee/interest posting (Daily / Monthly, about 936 hrs/yr) Late fees and interest on past-due assessments post under the association's collection policy and any state limits on amounts and interest rates.
- Collections referral (Daily / Monthly, about 936 hrs/yr) Collections referral sends seriously delinquent accounts to the association's attorney or collection agency under the board-approved policy, often a precondition to a lien or foreclosure.
- Violation intake (Daily / Monthly, about 936 hrs/yr) Reported breaches of covenants and rules (unapproved changes, parking, trash, landscaping, pets) arrive from inspections, owner reports, and the portal, and each becomes a violation record.
- Violation inspection (Daily / Monthly, about 936 hrs/yr) Violation inspections drive the community on a set cycle, photographing and recording possible violations and checking whether earlier ones were corrected.
- Violation notice (Daily / Monthly, about 936 hrs/yr) Violation notices tell the owner which rule was broken, how to fix it, the deadline, and the right to a hearing, as the governing documents and state law require.
- Violation hearing tracking (Daily / Monthly, about 936 hrs/yr) Hearing tracking schedules the owner's opportunity to be heard by the board before a fine, records the outcome, and issues the decision letter.
- Fine posting (Daily / Monthly, about 936 hrs/yr) After notice and hearing, the fine the board imposed is charged to the owner's account under the association's fine schedule and any state limits.
- Architectural request intake (Daily / Monthly, about 936 hrs/yr) Architectural request intake receives owner applications for exterior changes (fences, paint, additions, solar), checking for plans, materials, and any neighbor sign-offs required.
- Architectural committee routing (Daily / Monthly, about 936 hrs/yr) Committee routing sends complete applications to the architectural review committee, tracks each member's review, and watches the decision deadline in the governing documents.
- Architectural approval/denial (Daily / Monthly, about 936 hrs/yr) The decision letter tells the owner whether the request is approved, approved with conditions, or denied, with reasons tied to the architectural guidelines.
- Work completion inspection (Daily / Monthly, about 936 hrs/yr) The completion inspection confirms approved architectural work was built as approved, closing the request or opening a violation for any difference.
- Board meeting agenda (Daily / Monthly, about 936 hrs/yr) The agenda lists business for the board meeting (financials, old and new business, committee reports, owner forum) and is posted within the notice period the law requires.
- Board packet preparation (Daily / Monthly, about 936 hrs/yr) The board packet collects financial statements, delinquency reports, violation summaries, proposals, contracts, and prior minutes for directors ahead of the meeting.
- Board meeting minutes (Daily / Monthly, about 936 hrs/yr) Minutes record the board's actions, motions, and votes at each meeting, drafted by the manager or secretary and approved at the next meeting.
- Board action-item tracking (Daily / Monthly, about 936 hrs/yr) Every board decision (vendor contracts, repairs, policy updates, owner communications) gets an owner and a due date and is tracked until it is done.
- Owner communication (Daily / Monthly, about 936 hrs/yr) Owner communication answers homeowner questions about balances, rules, requests, and maintenance by email, phone, and portal, recording each contact on the owner's account history.
- Mass notice (Daily / Monthly, about 936 hrs/yr) Mass notices send owners meeting notices, assessment changes, construction schedules, and emergency alerts by email, SMS, portal, and mail where required.
- Election preparation (Daily / Monthly, about 936 hrs/yr) Election preparation confirms open seats, candidate nominations, eligible voters, quorum, and the election timeline under the bylaws and state law.
- Ballot distribution (Daily / Monthly, about 936 hrs/yr) Before each election, eligible owners receive ballots and candidate information by mail or electronic voting, as the bylaws and state law permit.
- Vote tabulation (Daily / Monthly, about 936 hrs/yr) Vote tabulation counts ballots and proxies, confirms quorum, and records results, with an inspector of elections present where the rules require one.
- Proxy tracking (Daily / Monthly, about 936 hrs/yr) Proxy tracking records the proxies owners give others to vote on their behalf, checking validity, dates, and revocations before the meeting.
- Amenity reservation administration (Daily / Monthly, about 936 hrs/yr) Amenity reservations book clubhouses, pools, and courts for owners, collecting deposits, signed rules, and proof of insurance where the association's policy requires them.
- Vendor contract management (Daily / Monthly, about 936 hrs/yr) Landscaping, pool, security, and management contracts each carry pricing terms, renewal and termination dates, vendor insurance, and a board approval, all tracked for the association.
- Reserve study update coordination (Daily / Monthly, about 936 hrs/yr) Reserve study coordination arranges updates to the study that projects component replacement costs and funding, as the governing documents or state law require.
- Reserve contribution posting (Daily / Monthly, about 936 hrs/yr) Reserve contribution posting moves the budgeted reserve amount from the operating account to reserve accounts each period and records the transfer.
- Association budget (Daily / Monthly, about 936 hrs/yr) The association budget sets annual operating and reserve spending and the resulting assessments, adopted by the board and distributed to owners as state law requires.
- Owner statement (Daily / Monthly, about 936 hrs/yr) HOA owner statements show each homeowner's assessments, fees, payments, and balance, mailed or posted to the owner portal on schedule.
- Resale disclosure package (Daily / Monthly, about 936 hrs/yr) The resale disclosure package gives a buyer the governing documents, budget, financials, reserve study, insurance, and pending litigation information state law requires on a sale.
- Estoppel/closing letter (Daily / Monthly, about 936 hrs/yr) The closing letter tells the title company the seller's account status (assessments due, fees, violations, transfer charges) as of the closing date.
- Owner portal document publication (Daily / Monthly, about 936 hrs/yr) Portal publication posts governing documents, minutes, budgets, financials, and notices to the owner portal so homeowners can find association records.
- Owner/account setup (Per event / project, about 150 hrs/yr) Owner account setup creates a homeowner's record when a sale closes: names, mailing address, lot or unit, assessment schedule, portal access, and any balance carried from the closing letter.
- Special assessment setup (Per event / project, about 150 hrs/yr) Special assessment setup creates a one-time or installment charge the board approved, allocated by the governing documents' formula, with due dates and payment options.