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
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