Are you looking into a career in HOA management companies but don’t know where to start?

This article will talk about all the common roles and responsibilities of an HOA manager to help you understand and be prepared to take on the position in case you get hired.

What is an HOA?

A Homeowners Association is a group of people living in the same community who work together to keep the community looking pleasing and cohesive through the maintenance of communal areas and the exteriors of homes, so that over time the overall property value increases.

Members of an HOA pay monthly fees for the upkeep and maintenance of the shared areas, water and electricity, garbage disposal, management fees, and insurance. 

An HOA is headed by a Board of Directors who are made up of homeowners who are elected by the community. The board members are in charge of enforcing the rules and regulations of the community and receiving the opinions and suggestions of the homeowners so that everyone is living in harmony.

Board members don’t get paid and only volunteer their time, so sometimes they enlist the professional services of an HOA management company to support them in their duties.

What does an HOA management company do?

HOA management companies handle a lot of administrative work and the day-to-day operations of the board, such as managing finances, speaking with vendors, maintenance of common areas, collecting payments, and enforcing the rules and regulations.

They aren’t part of the board and instead function more as a third-party consultant to help make the community the best possible place to live in for its homeowners, as well as make the property value stable in the long run. They don’t have decision-making powers but can provide input and guidance to the board.

With an HOA management handling time-consuming tasks, the board is left to handle more urgent matters of the community.

What are the duties of an HOA manager?

When an HOA hires a management company, they usually assign one point person for the board to deal with in all operations. This is the HOA manager. Here are their usual duties and responsibilities.

1. Board meetings

The manager is the one who facilitates meetings with the board, drafting their agenda, attending the meeting, taking the minutes, providing insights and advice, and following up on updates from previous meetings. They also document everything discussed and oversee during the annual elections.

2. Managing vendors

Vendors are providers of service to the community such as security, landscaping, pool and gym maintenance, etc. Managers also deal with them directly, acting as their primary point person in drafting contracts that serve as an agreement between the two parties, and in all future communication. When managers look for vendors, they must keep in mind the goals and budget of the HOA, as well as making sure they are properly licensed and insured.

3. Community checks

Once in a while, the HOA manager does a walk-through of the community to make sure everyone is upholding the association’s rules and regulations. They also use this time to check the common areas for any safety issues and bring them to the board’s attention if they find any.

4. Community-building

Sometimes the board tasks the HOA management company to organize community events, since they don’t have time themselves to do it, as volunteers. These events aim to build a tighter-knit community by encouraging residents to get to know their neighbors. When everyone is familiar with each other, this can lead to a more harmonious association.

5. Risk reduction

As HOA management companies are hired to oversee all operations, they are able to spot anything that could potentially expose the association to liabilities, such as unsafe spots in the common areas or during any maintenance upkeeps. One important matter is making sure the HOA’s insurance coverage is sufficient.

6. Accounting duties

Managers are in charge of collecting corporation dues on behalf of the association. These dues are used to pay vendors, for the maintenance of the common areas including operations and materials, repairs, insurance fees, and to pool for future projects or emergencies. The manager directly deposits this to the HOA’s account and never goes to the management company.

The manager is also responsible for making sure vendors and utilities get paid, cutting their checks and making sure these transactions are transparent to the HOA board at any time.

Managers then compile and organize all that into monthly financial statements for the board. 

7. Collections support

On top of all that, managers can also provide support in collection services such as tracking any outstanding balances, sending out late notices, and enforcing penalties for delinquent residents.

8. Escrow services

When residents sell their house, the HOA management companies facilitate the process for the new owners. They provide the governing documents and make sure there aren’t any outstanding back dues or liens on the property.

Want to work for an HOA management company?

Remote Work now offers HOA and Property Management services to clients and we’ll be hiring soon! When you get hired under us, we provide you with a 6-hour modular training and certify you right after. This ensures you stay longer with your client by being more knowledgeable in a niche industry and more effective from the first day.