Complete periodic property inspections (walkthroughs) and identify property deficiencies. Bring deficiencies to the attention of the Board of Directors, repair the deficiencies. Evidence (through photographs) any visible homeowner violations of the Operating Rules.
Board & Membership Meetings:
Coordinate and attend Board and Membership meetings.
24-Hour Emergency Response:
Respond promptly to all property emergencies 24/7, including visiting the property if necessary.
Maintain an Emergency Preparedness Plan for the association particularly focusing on hurricane preparedness if requested by the Board.
Competitively bid association maintenance, repair, and replacement projects above a cost threshold established by the Board.
Contract Review and Administration:
Administer association contracts to ensure contractors are meeting their obligations. Maintain a log of all contracts including services provided, pricing, maturity date, and contract termination provisions. Inspect all work completed on the property before submitting invoices for payment
Manage any association-owned units including obtaining insurance policies, coordinating maintenance and repairs, and finding qualified tenants.
Work with the Association’s insurance agent to obtain insurance policies that provide adequate coverage. Obtain certificates of insurance and W-9 forms from vendors. If homeowners must carry insurance according to the association’s governing documents, establish policies and procedures to encourage homeowner compliance.
Provide Manager’s Reports to the Board outlining the status of association projects and recommended next steps.
Property Access Management:
Manage the property’s access system, if applicable, including vehicle and pedestrian gate fobs and access codes. Maintain keys for all associations and unit locks as necessary. Issue parking passes as necessary.
Provide supervision and management of all association employees including employee performance reviews and developing comprehensive employee job descriptions, if desired by the Board. Obtain proposals for worker’s compensation insurance as necessary.
Long-Term Maintenance Planning:
Create a long-term maintenance plan for the association based on budgeted items, the association’s reserve study, and any Board “wish list” projects.