Maintenance services for HOAs can be a tricky territory that easily becomes out-of-control or overwhelming if a good HOA management system isn’t put in place. When maintenance needs come up—whether they are anticipated or not—a homeowners association can quickly find themselves drowning in problems of quality, deadlines, and overcharging if there isn’t a preferred set of vendors set up for the needs. To prevent its association from frequently being added to the bottom of vendors’ priority lists or losing track of what they should be charged, an HOA Board can set up a vendor matrix.
Compile Preferred Companies
The people who perform your maintenance are the most important part of the services, as you hopefully have some you can trust to turn to for your needs. List out these people and create your vendor matrix based on your vendor needs.
Structure the matrix to include primary and secondary options for vendors in each category of maintenance, such as air conditioning and heating, plumbing, flooring, and more.
If you are not already sure of vendors you can use and trust as go-tos, now is the time to interview, get insurance verification, and have agreements and applications filled out. You’ll also want all vendors to be bonded and insured. Every company or individual listed in the matrix should have gone through this process so you minimize the risk to your association as much as possible.
Categorizing Backup Vendors
You’ll want to have backup vendors in your matrix that you can turn to when a regular vendor has a full schedule. But make sure you categorize these like all the others, too.
Of course, some vendors may have specialties in more than one category, so you may tag them in a couple different categories, but try to limit this as much as possible. An ideal number would be two or three choices of vendors for each category since some jobs may call for more than one vendor in a single area.
Offer Vendor Training
Another great idea for ensuring the vendors you work with will follow your preferred system of work is to host yearly training for vendors. This will give them details about how your association operates and will build camaraderies. The training should also detail how owners are to be treated and address any etiquette issues when the company is working on property.
Being properly prepared for maintenance needs with a vendor matrix is the best way for an HOA to avoid bad experiences or risk losing the trust of property owners or tenants. Cedar Management Group can help your HOA with managing HOA vendors in these ways so that you can have the best overall maintenance experiences for everyone involved.