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.