Commercial

Commercial

Services We Provide:

Review Contracts

Review all contracts and bids to obtain quality service at the best rate

  • Review contracts to understand obligations of both parties and
  • termination/renewal times of each
  • Solicit bids from a minimum of three (3) contractors/vendors
  • Negotiate for favorable rate
  • Make recommendation to the board

Onsite Presence

  • Routine site visits and reports
  • Contract bid specifications prepared, or obtained from a professional, for the Board of
  • Directors approval
  • Aid in analysis of contractor proposals
  • Contract negotiation
  • Generate service requests and work orders
  • Inspect completed work orders of a value in excess of $250.00
  • Routine and preventative maintenance planning
  • Major repair and capital improvement project coordination if requested and agreed upon by both parties by separate agreement
  • Computerized maintenance history
  • Established working relationships with the areas contractors
  • Twenty-four (24) hour emergency call system

Accounts Receivable

  • Owner accounts maintained
  • Invoices mailed to each owner prior to the fiscal year
  • Checks received and deposited in a timely manner
  • Collection of delinquent accounts in accordance with Association collection policy
  • Coordinate lien/litigation process, as necessary, with your attorney
  • Owner information maintained and updated

Accounts Payable

  • Bills received, processed, checked against purchase orders and paid from the
  • Association’s own insured account(s) in accordance with the Board’s policy to
  • insure the good credit rating of the Association plus maximize discount
  • Generate ledger report of all checks issued

Financial Statements & Services

  • Balance Sheets
  • Income and Expense statement comparing actual expenditures to budget
  • Aged Receivables Report with action updates
  • Check Disbursement Report
  • Special Reports to include:
    • General Ledger
    • Journal Entry Report
    • Copies of all invoices and check stubs
    • Copies of all bank statements
    • Bank Statement Reconciliation Report
  • Annual Budget preparation and distribution to owners after Board approval
  • Prepare year-end tax forms for contract labor as required by the IRS

Miscellaneous

  • Perform work in accordance with generally accepted accounting procedures
  • Assist an independent auditor of the Association’s choice to perform yearly audit
  • as required by association documents
  • Provide copies of such audited financial statements and tax returns to the Board
  • Advise the Board of Directors on reserve investments

Administrative

  • Attend Board meetings
  • Coordinate, attend and provide minutes of general membership meetings as required
  • Provide a written Management Report to the Board of Directors prior to each meeting which may include the following that are deemed necessary:
  • Financial Reports
  • Board Meeting Minutes
  • Contract specifications under consideration
  • Physical property inspection/maintenance report
  • Miscellaneous items of business
  • Handle written communication between Board, suppliers and servicers
  • Process architectural modification requests as outlined by the Board
  • Act as liaison between owners, contractors, builders, developers, real estate agents and the Board of Directors to insure a smooth running association
  • Assist the Board of Directors in creating and maintaining a Book of Resolutions
  • Rules and Regulations enforcement

Administrative Support

  • Respond to owner requests/concerns
  • Coordinate and distribute mailings
  • Maintain Association files/records as follows:
    • Minute book
    • Service requests/repair logs
    • Miscellaneous files as needed