General Duties
- Be available during normal business hours and respond promptly to all HOA-related emergencies via phone or email.
- Serve as the primary point of contact for homeowner communications.
- Maintain and update homeowner contact information in HOA databases and management systems.
- Coordinate community center reservations, collect applicable fees, and oversee post-event cleanup.
- Assist with HOA-sponsored social events as needed.
- Address and resolve homeowner requests in a timely manner.
- Supervise all vendors under contract with the Association, with a focus on landscaping and snow removal services.
- Maintain regular communication with the Board of Directors regarding key matters, including vendor performance, homeowner concerns, and property maintenance.
- Conduct weekly property inspections to identify and address issues such as debris, unauthorized parking, and exterior property concerns.
- Manage HOA community mailbox allocations, distribute keys, and collect associated fees.
- Prepare and negotiate vendor contracts, securing final approval from the Board of Directors.
- Assist in the preparation and distribution of annual meeting documents and mailings.
- Serve on HOA committees, including the Landscape and Architectural Review Committees.
- Act as the Registered Agent for the Association.
Facilities Management
- Oversee and maintain the community key card and security systems.
- Manage facility access and enforce operating hours.
- Ensure janitorial services are performed regularly for community facilities, including exercise rooms, restrooms, pools, and common areas.
- Manage HOA-owned furniture across community facilities, including seasonal storage.
Financial Responsibilities
- Collect and process invoices from vendors and homeowners for payment preparation by the HOA accountant.
- Collect HOA dues, deposit funds, and provide transaction details to the HOA accountant.
- Distribute payments to vendors and homeowners as required.
- Provide financial documentation and HOA fee details to title companies upon request.
- Assist in the preparation of the annual budget recommendations.
- Support the Board of Directors in processing insurance claims.
Additional Property Maintenance Responsibilities
- Inspect and replace interior and exterior lighting, including facility lights, streetlights, and signage.
- Monitor and regulate water features, ensuring proper flow and clearing debris as needed.
- Maintain cleanliness around community mailboxes and common areas.
Courtesy Services (Provided at No Additional Charge to the HOA)
- Monitor and oversee vacant properties on behalf of absentee homeowners.
- Remove and dispose of fallen tree branches, reducing HOA maintenance costs.
- Assist with small tree removal to minimize landscaping expenses.
- Notify homeowners of property maintenance concerns (e.g., open windows, leaks, or damage).
- Clear snow from drains to prevent flooding in community areas.
- Activate water features in the spring to ensure timely operation.
- Respond quickly to vandalism and facility damage, ensuring same-day resolution when possible.
- Perform minor pruning of overgrown branches to prevent maintenance delays.
- Remove and dispose of debris from common areas and parking lots.
- Replace streetlight bulbs as necessary.
- Assist homeowners with minor maintenance tasks such as replacing smoke alarm batteries.
- Clear leaves and debris from drainage areas to prevent blockages.
- Maintain an active on-site presence seven days a week, 365 days a year.