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HOA Management Services

property management in san jose ca

The following is a list of only some of the services we provide to our clients on a daily basis:

Accounts Receivable and Collections

  • Issue monthly assessment statements (payment coupons) to all owners, listing recent transactions and total outstanding balance. A return envelope is included for the owner’s convenien
  • Accept and process all payments from owners, either via check, money order or electronic debit (ACH). Revenue is deposited into Association’s operating account on a daily basis.
  • Track revenue on a daily basis, follow-up on delinquent owners, assess late fees to delinquent owners.
  • Advise Treasurer when it is appropriate to place a lien against delinquent owners, and upon Board approval, will process a lien in accordance with CA Civil Code.
  • Advise Treasurer when it is appropriate to place a foreclosure against delinquent owners, and upon Board approval, will process a foreclosure in accordance with CA Civil Code.
  • Answers all calls, letters and e-mails from owners in regards to their account. “Account History” printout available upon owner’s request.

Accounts Payable

  • Accept, review and process all invoices.
  • Setup and maintain electronic payments with utility companies.
  • Checks are processed weekly, and sent to the Treasurer with a copy of each invoice and a check register which details all checks processed during the week. Pre-posted envelopes are included for mailing checks to vendors.
  • Correspond with vendors regarding invoices.
  • New vendors are checked for licensing and insurance requirements.
  • Current vendors are periodically checked for licensing and insurance requirements.

Bank Accounts

  • All accounts and funds are managed (operating, reserve, investment).
  • Association’s accounts are reconciled on a monthly basis (or in accordance with receipt of bank statements).
  • Upon request, management can provide contacts with investment institutions which specialize in Association investments (CD’s, money market accounts).

Financial Reporting

  • Provide monthly financial report to Treasurer and all Board members who request a copy. Report covers all accounts and includes Balance Sheet, Income Statement, Accounts Receivable Outstanding List and Check Register, as well as additional supplementary material.
  • Provide monthly delinquency report to Treasurer and all Board members who request a copy.

Budget, Taxes, Reserve Study

  • Manager prepares and submits to the Board a proposed annual budget, approximately 120 days before the fiscal year en
  • Upon approval of the Board, manager revises and mails the approved budget to all owners, with necessary disclosures and rules package as required by CA Civil Code.
  • Coordinate annual tax preparation and financial review with the Association’s CPA.
  • Process vendor 1099 forms and submit them to the IRS.
  • Coordinate with reserve specialist, and assist with the annual reserve study.

Escrows and Refinances

  • Upon request of an owner, escrows and refinances are processed from beginning to end.
  • New owners are provided with a copy of the CC&R’s By-Laws and Rules, as well as a welcome letter.

Administrative

  • All incoming and outgoing correspondence from owners and service providers is managed.
  • At the request of the Board, notices and special mailings will be prepared and mailed to owner
  • Hard copies of all files are maintained and stored.

Maintenance\Architectural

  • All maintenance requests are processed and monitored through a work order syst
  • Routine requests are forwarded to the appropriate vendor for handling.
  • Non-routine and special requests are forwarded to the Board before proceeding.
  • At the request of the Board, obtain up to 3 bids on any project over $1,000.00.
  • Monthly “Work Order History Report” is mailed to all Board members upon request.
  • Manage Architectural requests and provide feedback to BOD

Manager

You will be assigned a property manager who will supervise your community as follows:

  • Supervise all activities and duties listed beforehand.
  • Correspond with Board members on a daily basis via phone, fax, e-mail and mail.
  • Act as a liaison between the Board and all other parties.
  • Attend Board and Membership meetings at the request of the Board.
  • Perform site visits at the request of the Board, and report on any findings.
  • Supervise all contracts, including regular service providers, general contractors, utility companies and insurance policies.
  • Negotiate contracts upon request and approval of the Board. (Manger will not hire or fire service providers without Board approval)
  • Inform and copy the Board on important correspondence from owners and service providers.
  • Advise the Board of new developments in the industry and law compliance issues.
  • Prepare sample agenda for monthly meetings.
  • Coordinate with attorney on legal issues.
  • Coordinate with insurance claims office if a claim is filed.
  • Manager or maintenance manager is available via cellphone 24 hours a day, 7 days a week for maintenance emergencies.

Website

  • Our website is setup with a unique access ID and password for your homeowners.
  • The Association’s Governing Documents, Maps and Minutes will be listed in the portal and downloadable by your residents.

 

 

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