What Is An HOA Manager And What Do They Do?

hoa manager smiling | hoa manager

A reliable HOA manager is vital to communities. They must be responsible and familiar with all aspects of community management. They can be detrimental to community health without proper knowledge, skill, or experience. Conversely, good managers can also bring about success.

What Is an HOA Manager?

An HOA manager is the person who handles everything related to the community’s daily operations. They are often employed by HOA management companies and assigned to specific communities. However, they may sometimes also be employed by homeowners associations themselves. 

Responsibilities of an HOA Manager

An HOA manager must be a jack of all trades. That’s because they need to handle almost all of the issues and procedures within the HOA community. What does an HOA manager do specifically? Here are their homeowner association management responsibilities.

1. Financial Management

HOA managers are involved in financial planning and budgeting. They provide advice and help the board draft plans to help them meet their short and long-term financial goals. Moreover, they are in charge of maintaining and keeping financial records.

Apart from these, HOA managers collect community fees, follow up on late payments, track accounts, and deal with delinquent homeowners. This frees up the HOA board’s time as they don’t have to go door-to-door to collect dues. Furthermore, the HOA manager’s job entails promptly processing all payments. This ensures the HOA is financially healthy. 

2. Rule Enforcement

HOA managers are often involved in drafting community policies with the board. They know how communities work and which policies work best to ensure peace and order. Moreover, they enforce the rules and policies that come into effect. As a result, they are also in charge of sending violation notices and coordinating with homeowners. 

In addition, HOA managers are in charge of inspecting properties. They do this to ensure everyone complies with the community’s architectural standards. HOA managers also coordinate with the architectural review committee to accomplish this task.

3. Common Area Maintenance

HOA managers are responsible for the upkeep of the community’s common areas. As a result, they must regularly inspect the community’s shared spaces and equipment. When a problem arises, they often work with vendors and send service requests to address it. They may also alert the board of any major problems requiring tapping into the reserve funds.

Sometimes, HOA managers may also hire staff in-house to maintain common areas. On certain occasions, they may complete the maintenance duties themselves. However, regardless of who fulfills the job, the HOA manager often oversees the maintenance work. This allows them to assess vendor performance and ensure high-quality work.

If the vendor or staff performs poorly, the HOA manager may recommend certain resolutions to the board. The board may then choose to keep, replace, or speak with the maintenance person or company.

4. Dispute Resolution

yellow brick as bridge | hoa manager

HOA managers are in charge of mediating disputes between residents. They handle complaints by investigating and speaking with the involved parties. HOA managers may also issue fines for violations or use other resolution means.

5. Resident and Board Communication

HOA managers often bridge the gap between the board and HOA members. Hence, they’re responsible for disseminating information and announcements to the homeowners. These include any announcements related to upcoming events, new policies, or community reminders. They are also available to receive feedback and complaints from the homeowners.

Apart from this, the HOA manager may even act as a liaison for the board members. The board members are only sometimes in contact with each other. Thus, the HOA manager coordinates board meetings and other correspondence. 

6. Records Management

HOA managers are responsible for keeping the community’s records, including member lists and governing documents. The documents must be complete and organized. They must also be available for inspection upon request, as most state laws require this. For example, the state of California has provisions that allow members to inspect records for a proper purpose. 

7. Insurance Management

Homeowners associations often require ample insurance coverage to remain financially stable. There may also be legal requirements that they have to follow. The HOA manager must understand the HOA’s needs and potential issues well. Afterward, they must help the board obtain and maintain the necessary insurance to cover the HOA.

8. Meeting Management

The HOA manager often attends board meetings with the homeowners. During these meetings, they take minutes, organize agenda items, and facilitate discussion. They also send meeting notices and make sure the meeting constitutes a quorum.

9. Community Guidance

The HOA manager must be an expert on all things related to community management. With their expertise and experience, they can provide proper guidance to the board and homeowners. They can help resolve community issues by offering policy or procedural suggestions. 

Benefits of Hiring an HOA Manager

Why should any homeowners association hire a professional community manager? There are several reasons why it may be a good idea. Here are some advantages a dedicated manager provides:

  • Efficient Operations. An HOA manager’s knowledge, experience, and resources often provide structure to HOAs. This allows the HOA to operate efficiently, making up for the board’s lack of expertise.
  • Professional Financial Management. Most self-managed associations don’t know the first thing about accounting or financial management. A professional HOA manager on board allows the community to keep its finances and financial records in order.
  • Better Community Appeal. HOA managers raise the community’s appeal. This is because they make the community run more smoothly and ensure that common areas are well-kept. As a result, homeowners are more likely to be satisfied. The HOA will also attract more potential buyers.
  • Legal Knowledge. HOA managers might not be lawyers, but they may be familiar with local laws and ordinances. This allows the HOA to comply with legislation and avoid liability. They can also navigate legal issues more confidently. Moreover, HOA managers often have access to a network of legal professionals they can contact.
  • Better Focus for the Board. HOA managers take care of all the nitty-gritty details involved in operations. As a result, the board can focus on more important matters like decision-making, policy drafting, and project planning. 

Reliable Community Management

A good HOA manager makes communities better. They help ensure that the HOA fulfills its role: to enhance or maintain property values. Hiring a professional might be costly, but it’s worth the money if the community cannot self-manage. 

Are you in need of an HOA manager? First Equity Property Management has just the right people. Call us today at 650.349.7233 or contact us online to learn more!