A Homeowners Association (HOA) management company like OC Management, LLC is hired by an HOA board to handle the day-to-day operations and administrative tasks related to the community’s governance and upkeep. The specific duties can vary depending on the needs of the HOA and the terms of the management agreement, but typically include the following:
Our team of experienced professionals is committed to delivering personalized attention and proactive solutions to address any property management challenge. From comprehensive tenant screening and lease administration to timely maintenance and financial reporting, we handle every aspect of property management with precision and care.
At OC Management, LLC, we understand the importance of transparent communication and collaboration with property owners. We strive to foster strong relationships built on trust, integrity, and mutual respect. With OC Management, LLC as your property management partner, you can rest assured that your investment is in capable hands.
Contact us today to learn more about how OC Management, LLC can help optimize the performance of your HOA.
Here are some key components of our services:
1. Financial Management
- Budgeting: Creating and maintaining an annual budget that covers operational costs, reserves, and future capital improvements.
- Accounting: Handling accounts payable and receivable, processing payments, and maintaining financial records.
- Assessments and Collections: Billing homeowners for dues/assessments, tracking payments, and pursuing delinquent payments.
- Financial Reporting: Preparing regular financial statements (monthly, quarterly, or annually) and providing them to the HOA board.
- Administrative Support
- Recordkeeping: Maintaining accurate records of homeowner information, meetings, contracts, and other HOA documents.
- Meeting Management: Scheduling, organizing, and sometimes attending HOA board meetings and annual meetings, including taking and distributing minutes.
- Communication: Serving as a point of contact for homeowners, board members, and vendors. Distributing notices, newsletters, and updates regarding community matters.
- Legal Compliance: Ensuring that the HOA complies with local, state, and federal laws, including fair housing regulations and other legal requirements.
- Property Maintenance and Common Area Management
- Maintenance Oversight: Managing contracts for landscaping, cleaning, and maintenance of common areas, such as pools, clubhouses, parks, and roads.
- Vendor Management: Hiring, overseeing, and coordinating with service providers (e.g., landscapers, cleaners, security services, etc.).
- Routine Inspections: Conducting regular inspections of common areas and property to ensure maintenance standards are being met.
- Enforcement of Community Rules and Regulations
- CC&R Enforcement: Enforcing the HOA’s Covenants, Conditions, and Restrictions (CC&Rs), bylaws, and other governing documents.
- Violation Notices: Issuing violation notices to homeowners who are not complying with the community rules, and overseeing the fine or corrective action process.
- Dispute Resolution: Helping to mediate disputes between homeowners and facilitating resolution.
- Insurance and Risk Management
- Insurance Management: Overseeing insurance policies for the HOA, such as property insurance, liability insurance, and director/officer liability insurance.
- Claims Management: Handling insurance claims related to property damage or liability incidents in the common areas.
- Planning and Development
- Reserve Studies: Conducting or overseeing reserve studies to ensure that the HOA is adequately saving for future repairs or replacements of major assets (e.g., roofs, pools, infrastructure).
- Capital Improvement Projects: Assisting with planning and executing major repair or renovation projects for common areas, including obtaining bids and overseeing construction.
- Owner Relations
- Homeowner Requests: Addressing inquiries, requests, and concerns from homeowners regarding the community.
- Community Engagement: Encouraging community involvement by organizing events, surveys, or gatherings to maintain a sense of community.
- Legal and Contractual Management
- Contract Review and Negotiation: Reviewing and negotiating contracts for services, insurance, and other needs.
- Litigation Support: Assisting the HOA board in the event of legal disputes, whether through providing documentation, handling claims, or helping with legal representation.
- Technology and Systems Management
- Software and Databases: Managing community management software for tracking dues, communications, violations, and maintenance.
- Online Platforms: Some management companies also provide homeowner portals for online payment of dues, submitting maintenance requests, or accessing community documents.
- Community Education and Training
- Board Training: Providing training to the HOA board members on their roles, responsibilities, and best practices.
- Homeowner Education: Educating homeowners on community rules, expectations, and how to properly engage with the HOA.