The duties of an HOA manager are many. The days are filled with meetings, phone calls, emails, speaking to board members and residents, to name a few. Not to mention community issues can arise from time to time. All these tasks and responsibilities are important and all require sufficient attention.
Nevertheless, an HOA manager, even the best one, is only human and some tasks can be overlooked or mistakes can be made. But as they’re managing an entire community whose residents depend on them, HOAs can’t afford mistakes or neglected tasks. That’s why it’s best for HOA managers to have an assistant, to help them be on top of the job.
Here are some areas in HOA management where an assistant can prove to be useful.
Accounting and Finances
Accounting is both a major and regular task in an HOA, and it encapsulates a number of subtasks. These more basic but equally important day-to-day duties can be passed off to an assistant, giving the manager time for big-picture projects that require more focus.
1. Income and Expense Ledger & General Ledger
These two ledgers give an understanding of the HOA’s current financial state. All an assistant needs to do is track how much money the HOA receives and spends monthly, and compare it with their budget to make sure it stays on track with its financial projections. They can do this efficiently with an online accounting software.
2. Accounts Payable and Receivable
This entails keeping track of any money the association owes and is owed them, such as outstanding bills, invoices from contractors, and dues.
3. Collecting Resident Fees
Resident fees are a very important source of revenue for HOAs. They pay for maintenance, repairs, amenities, landscaping, and are also kept as a savings fund for future projects or emergencies. Collection and processing of these fees through an accounting software can be taken care of by an assistant.
4. Check Register
Check registers are meticulous records of every paper check which includes name of the
recipient, the amount, invoice date, reason check was written, and in some cases a unique invoicing code or other tracking information. An assistant staying on top of the check register can help monitor potential fraud and any other financial irregularities.
Customer Service
5. Answering phone calls, emails, and other correspondence
Responding to residents’ questions and concerns promptly, effectively, and in a personable manner is an important part of keeping a community satisfied and happy. Whether through phone or email or in person, an assistant should display good listening skills, empathy, and patience.
Communications and Social Media Management
6. Managing an online presence
Having an online presence is important as well as efficient in spreading information about events, updates, and other news that concern the community. It’s also another channel where residents can easily reach the association. An assistant can make sure the website is updated, that newsletters are regularly sent out, and social media accounts are active.
7. Creating an online community
A Facebook page for the residents is a convenient way for the community to have a relationship with each other that the association can monitor and assist with. For example, residents who want to buy or sell, make use of common areas for events, trade things, etc. can do so on the page. An assistant can manage the page to make sure rules and guidelines are followed and maintain a respectful environment.
Administrative Duties
8. Scheduling meetings and creating agenda
An assistant can keep track of meetings and their agenda and make sure to remind both the manager and the board of when they occur. They can also transcribe minutes and email it to everyone after.
9. Maintaining the database
Any good assistant needs to be adept at word processing and spreadsheets and HOAs are no different with the amount of documents they have. Everything from accounts, to invoices, to reports, to inventories, to contacts, an assistant can maintain and organize for convenient access and precise keeping. They also need to be on top of late charges, delinquencies, violationgs, statements, insurance policies, vendors, and more.
10. Coordinating with vendors
The success of an HOA is dependent on the vendors they hire. Maintaining relationships with them is a regular task and one an assistant can take off of your hands. A network of proven and reliable vendors can make maintenance of the community efficient and at a steady rate. An assistant who already knows the HOAs budget plan will know which vendors to choose from accordingly.
Hire a Community Assistant
Is your HOA management finding itself doing too many things and neglecting other responsibilities? Remote Workmate can provide your management company with trained and certified HOA Management Assistants. We screen and interview only the best candidates for you to choose from.
Talk to us about your needs by scheduling an obligation-free call today.
