Many people prefer living in a community that is managed by a homeowners association or HOA because of the wide range of benefits. These include well-maintained common areas, boost in property values, control over architectural designs, activities for higher engagement, access to amenities, and more.

Before anything, what is HOA management?

In simpler terms, this refers to the handling or governing of a homeowners association, typically by the board. The elected board of directors is the one who decides what benefits are available to residents and how to enforce rules across the neighbourhood.

The problem is, sometimes their tasks may be too much for them to handle on their own. Since most members are volunteers rather than hired employees, they tend to lack the time to keep up with demands. This is why it’s necessary to get HOA assistance sometimes.

How do you improve your HOA management?

Maybe you’re still contemplating whether you need help or not, so it’s a good idea to improve your operations in the mean time. There are plenty of ways to make your job easier as a board member while ensuring that the community is moving forward as smoothly and efficiently as possible.

Prepare a decent reserve fund

There’s no telling what will happen in the future so it’s important to have funds in case of emergency. It’s also good to have some money prepared when your association is planning to have a large-scale project, such as a swimming pool or a playground.

By having a reserve fund, you won’t have to ask for special contribution from residents to come up with the money. This eases the burden on their finances, especially when the total amount is over 25% of the maintenance expenses.

Select only the right vendors

Regardless if they specialise in deep cleaning or gardening, the right vendors must be readily available to meet the needs of the HOA. It helps to reduce spending where able but you must never settle for the cheapest vendor around. Consider their reputation amongst other communities and the quality of their services too.

Rather than an affordable vendor who does a mediocre job, it’s wiser to invest in a higher-priced one who gets the job done within one visit. There will be less chances of having the work redone so you actually save more money this way.

Remind residents of the policies

While residents and tenants are required to read and sign for community policies when they move in, they tend to forget about following them. It might be that the board has failed to enforce these rules regularly and fairly as well. This affects satisfaction or happiness levels within your neighbourhood.

You must learn to put your foot down regarding any violations, be they related to noise disturbances or violence. Never be biased or selective regarding any penalties as this may result in legal action towards the HOA in the future. Strive to always be fair to homeowners, no matter their race or financial status.

Address concerns as they arise

Being that communities are comprised with different types of individuals, it’s hard to avoid any conflicts. Residents may disagree with the decisions of the board or with their neighbours, for instance. These disputes have already escalated by the time the board hears of them, making them harder to resolve.

This is why you need to address any issues as they surface. To make this possible, have a conflict resolution plan in place so it’s easier to negotiate between parties. The objective is to deescalate the situation and avoid more costly actions in court.

Hire a virtual executive assistant

As mentioned previously, hiring a rental property manager or HOA manager is sometimes needed for operating your association properly. It might be that your board members lack the expertise or time to manage the neighbourhood well. It’s possible that the community is growing too quickly for self-management too.

In these cases, hiring an administrative assistant specialising in either property management or HOA management is ideal. These online professionals have years of knowledge and experience along with access to numerous resources, all so they may provide you with top-tier HOA assistance.

Should you hire a property manager or an HOA manager?

People sometimes confuse property management for HOA management and it’s understandable because of the similarities. However, take note that they serve different functions and you want to hire according to the needs of your community.

You should hire a property manager for rental units. They are responsible for advertising the property, screening potential tenants, showing the unit to prospects, collecting the lease, assisting with evictions, and arranging for repairs, among other things the property owner asks.

Meanwhile, you should hire an HOA manager for overseeing the daily operations of the association. They are responsible for checking compliance to local, state, and federal laws, helping with dispute resolution, selecting and managing vendors, and advising the board, among other things.

It’s important to know the difference between these two so you’ll know if you should be hiring a property management company or a property management specialist instead. Hiring both at the same time is possible, such as when you hire a property manager for Airbnb units belonging to your condo association.

Virtual admin assistant hiring made easier

Now hiring an administrative assistant who specialises in either HOA management or property management is the smartest choice anyone may make for their community. It might sound like an unnecessary expense at first but it’s highly beneficial especially for fast-growing neighbourhoods.

If you’re wondering where to find good candidates for virtual assistants, we at Remote Workmate are the company to call. We specialise in remote administrative assistant hiring as we are connected to experienced and qualified professionals in the Philippines and elsewhere.