HOA managers are onsite managers, financial managers, meeting organizers, compliance enforcers, and a whole lot more. It’s a job that wears a lot of hats, and you need top-rate HOA manager skills to do them all. The responsibilities of an HOA manager covers a whole lot more than just HOA property management. HOA manager duties, the list of powers that defines what does an HOA manager do is such a long and flexible list that you as a board member should think of the ones you need to prioritize. Do you need an HOA manager in the first place?
HOA Managers: How Will You Benefit From Having One?
There is no hard set of rules on what an HOA manager does for an HOA board. If that makes the decision to hire a manager more confusing, think of it this way – if there’s something you need to help the board, it’s highly likely that an HOA manager is your answer.
It’s a good idea for many homeowners and condominium associations to employ a manager for your Board of Directors. If you don’t have one yet, especially if board members are not fully versed in the specifics of keeping an HOA running smoothly, you could be missing out on many benefits.
Having a manager to handle things like HOA billing, reserve funding, and running annual meetings can go a long way in assisting the flow of your condo or homeowners association. Below are a few good reasons to consider a manager.
Dealing with Financial Details
External HOA managers can take the pressure off of board members when the time comes to collect assessments and association fees. The board can allow a manager to send out collection notices, and even prepare actions to be referred to an attorney as needed.
Good managers will also understand the financial details that board members may not have the background for. The manager can help guide and advise the association in knowing how to deal with finances and financial statements, plus they will have helpful resources from their HOA property management company.
A manager can also help make decisions involving unexpected expenses, like unplanned property repairs or projects. They will understand the different payment options available, such as taking out a loan, dipping into reserve funds, or applying a special assessment.
Enforcement of Rules and Regulations
While the board decides on the drafting and approval of the community rules and regulations, it is part of the manager’s duties to assist them to make sure that the rules are in full compliance with state laws and other statutes that cover associations.
The HOA manager also has an active part when it comes to enforcing these rules, as well. Part of the responsibilities of a manager is to do compliance checks and onsite inspections as needed. If the board enables the manager to do so, he or she can also send out the violation letters to homeowners on behalf of the board.
Increasing Member Involvement
The best way to keep members involved in the HOA is to also keep them informed. The Board Members are volunteers, after all, so they will have other life matters to deal with and may not have a lot of time to keep up with HOA details.
Communicating with board members and residents is key, and a manager can help keep members informed and plan events to get them more involved. The manager will also help plan the right times to send out invitations or newsletters, keeping members informed and engaged.
HOA managers, as the face of the board, are also often in a position to respond to inquiries and complaints from residents. A good manager can receive this feedback and give assurance that their concerns will be acted upon by the board in a timely manner.
Community Maintenance
The onsite manager duties of a manager also cover the upkeep and maintenance of the common areas in the development. To this end, the manager needs to look after the swimming pools, community entrance, sidewalks, lighting, and all other common interest areas in the community.
An HOA manager will already have good relationships with vendors they trust, which is helpful for when your HOA needs to hire services. Whether its legal services or landscaping work that needs to be done, a professional association management company will have the relationships with trusted vendors your community requires.
Office and Employee Management
The day to day responsibilities of an HOA manager usually covers the roles you would typically see with human resources and accounting office departments.
That is, the manager also oversees the hiring and supervision of staff, such as janitors and landscapers. The manager typically also has the power to let go of staff as needed.
HOA managers also oversee many of the back office duties on behalf of the association members, and here is where the responsibilities of the manager tends to blend in with that of the board.
It ultimately depends on what the manager is contracted to do. In many cases, however, it is the manager that makes bank deposits, pays the bills, does the banking transactions, and all the bookkeeping that goes with them.
Some HOA boards can even count on a good manager to draw up a budget proposal or a reserve study for the community. Here is where a clear line separates board from the manager, however.
A manager can present a budget proposal, but that does not mean that he or she is responsible for overseeing that budget. It’s ultimately up to the board to study and approve the budget, as well as make the big decisions that will take the community towards a certain direction as they are elected to do.
Work with An HOA Manager You Can Trust
Good HOA managers are tremendous assets to the boards and communities they work for. A great HOA manager can take a lot of the day to day responsibilities of running an association off of the board members, so they can focus on the decisions and policies they need to make.
Have you found the HOA manager you can trust your community with? If you’re still looking for someone with the managerial skills that best fit your community, perhaps we can help.
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