Property Manager Responsibilities

- Process Telephone Inquiries from Homeowners and Vendors
- Attend Homeowner Hearings before Board of Directors
- Attend Board of Directors Meetings
- Supply Information to Committees regarding their Functions
- Attend Association Annual Meetings
- Provide Orientation for New Board of Directors
- Prepare Monthly Directors Reports
- Prepare Property Inspection Reports
- Prepare Violation Letters
- Prepare Hearing Notices
- Prepare Board of Directors Meeting Minutes
- Set up new Association Accounts
- Prepare Bid Specifications
- Obtain Proposals from Vendors for Board of Directors
- Analyze Proposals and Make Recommendations to the Board for Selection of Contractors/Vendors
- Prepare Client Correspondence
- Maintain Corporate Minute Books
- Maintain Corporate Files
- Prioritize and Complete Action Items
- Yearly Management Strategic Planning
- Prepare Standard Operating Procedure Review
- Assume Responsibility of Legal Liaison for Community
- Handle Insurance Liaison Responsibilities
- Perform Annual Review of each Property Contract
- Provide Information Concerning Laws & Ordinances
- Perform Regular Property Inspections
- Initiate Corrective Work with Vendors
- Establish Working Liaison with Property Vendors
- Identify Architectural Violations
- Identify Maintenance Violations
- Code and Approve Association Invoices
- Review Association Monthly Financial Statements
- Review Expenditure to assist Board in Operating within Adopted Budget
- Assist in Annual Budget Preparation
- Initiate Account Code Changes as needed and pursuant to Board Direction.
- Supervise Reserve Allocations and Expenditures
- Advise the Board on Investments for Reserve Funds
  

Management Support Services

- Provide 24-Hour, 365 Day-Per Year Emergency Service
- Process Common Area Service Requests
- Refer Homeowners to Vendors for Individual Service Requirements
- Process Mailings to Homeowners
- Process Change of Ownership Requests
- Prepare Certification Requests
- Prepare "Ratio Letters" for Lenders (Homeowners Vs. Renters)
- Provide Association Legal Documents Upon Request

Financial Management
Services

  

Staff Accounting Responsibilities

- Prepare Monthly Financial Statements
- Prepare Monthly Bank Reconciliation's
- Prepare Annual Income Tax Returns
- Prepare Annual Budgets
- Maintain Bank Signature Cards
- Maintain 18 Months of Property Financial Records
- Prepare Association Records for Annual Audits
- Prepare Special Reports and Analyses for Clients
- Liaison with Attorneys for Collection Activities
- Respond to Client Accounting Concerns
  

Management Support Services

- Aging Report - Delinquencies or Credit Balances Only
- Income Report - By Account Number or Transaction Date
- Reconciliation Report - All Current Month Transactions
- Adjustment Report - Current Charges or Credits Only
- Homeowner Address Change Listing
- Aging Report - All Accounts
- Bank Reconciliation's
- Balance Sheet - Assets & Liabilities & Equity
- Summary Statement of Receipts and Disbursement
- Detailed Statement of Receipts and Disbursements
- General Ledger
- Check Register
- Journal Entries
- Chart of Accounts
- Reserve Journal Entries and Cash Transactions
- Prepare Individual Homeowner Billings
- Deposit Homeowner Checks
- Deposit Developer Checks
- Maintain Individual Account Histories/Ledgers
- Prepare Duplicate Manual Statement, if requested
- Process Address Changes
- Process Special Assessment Fees to Individual Accounts for Violation Fees
- Process Miscellaneous Income (gate card, key fees, clubhouse rental fees)
- Pay all Association Invoices after approval by Property Manager
- Maintain Payables Files, Organized by Month, for each Property
- Maintain Property Daily Bank Balances
- Maintain Property Checking Accounts
- Research Past Due Balances on Invoices from Vendors
- Prepare Property Assessment Statements
- Place Messages on Statement as Directed by Manager
- Prepare Individual Descriptions of Assessed Fees
- Prepare special Programs and Reports for Properties