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Apartment Buildings

3 Key Property Management Duties and Responsibilities

Investment properties like condominiums and apartments or single-family rental homes practically need round-the-clock monitoring to ensure these are properly maintained. While property management duties and responsibilities run the gamut, the primary focus is to ensure that the properties under the care of the property management company are well-maintained to keep them up to standard.

If you own several real estate investment properties, hiring the services of a property management company could be an option worth considering. To help you get started, here are a few key property management duties and responsibilities to know about, so you’ll know what to look for when vetting property managers:

1. Oversee maintenance of the property

This is a broad term that covers everything related to the general state of the property. From making sure that every nook and cranny, every pipe and faucet, and everything in between are in tip-top shape at all times. When a pipe bursts or an electrical outlet loses power, it is the responsibility of the property management company to have these repaired without delay. They know that every day the repairs get delayed is one more day that increases the risk of more damage. The longer repairs take, the costlier they get, in other words.

2. Maintain property value

A good property manager knows how important maintaining property value is. So not only will they ensure that the property is well-maintained, as mentioned above, but also, they are always on the lookout for changes in real estate values and standards. This critical information helps them keep up with the changes thus ensuring the properties under their care are up to par with other properties in the neighborhood.

3. Ensure the property is up to HOA standards

There’s a huge difference between ensuring the property is up to par with the general standard and value of real estate in their location and making sure the same is up to HOA standards. Often, HOA standards are more difficult to follow and keep up with because HOAs have very specific rules about property maintenance. Property management duties and responsibilities also cover building a good relationship with the HOA by ensuring that all dues are paid on time, and rules about property aesthetics and such are followed down to last detail.

If you wish to learn more about HOAs and other related topics, please feel free to browse our blog page. You may also visit the community news page for more information on California homeowners associations.

Featured Photo by Tembela Bohle

What Do HOA Property Management Companies Do? What You Need to Know

We frequently get questions from homeowners who aren’t sure exactly why a Homeowner’s Association (HOA) would need the services of a property management company. It’s not difficult to understand why this subject would need clarification: Doesn’t an HOA board essentially perform property management duties? 

HOA boards are volunteers. While they do dedicate considerable time to property management efforts, they can’t be expected to handle the daily — sometimes complex and time-consuming — management and maintenance issues most communities experience. It would be a full-time job! 

Our goal is to provide a concise, straightforward overview of common HOA property management responsibilities. Hopefully, the following information will help you understand how both HOAs and property management companies function so that you can receive the best possible property protection. 

Does the property management company belong to the HOA? 

An HOA property management company isn’t part of the Homeowner’s Association; it is a firm contracted by a Homeowner’s Association board to help manage the day-to-day affairs of the property. An HOA property manager provides the HOA board with the support it needs to execute its directives. 

What role do HOA property management companies play? 

Although the HOA contracts the property management company to provide a support function, the relationship between the property management company and the HOA board differs considerably from that of most vendors and clients. 

While most suppliers or vendors operate according to a specific set of parameters and within a contracted timeframe, the property management company acts as essentially a representative for the HOA. Because the property management company has a fiduciary duty to the HOA, the company must serve the HOA’s best interests. 

The objective of all HOA property management companies is to maintain the highest possible standards for all the homeowners and assure optimal property values for the long term. 

How does the management company provide operational support? 

HOA management companies typically provide the following types of services as part of their service contracts: 

  • Managing HOA board meetings: The management company arranges and records board meetings, which includes preparing the agenda, informing members of the meeting, providing the materials to board members before the meeting, attending the meeting, recording minutes, consulting during the meetings, transcribing the minutes after the meetings, implementing actions, and performing election duties as required. 
  • Managing vendor services: On behalf of the HOA, management companies collect quotes from various vendors for repairs and maintenance. They also serve as main contact points for contractors and vendors. HOA property management typically includes coordinating various services from different vendors across industries. These might include companies that provide landscaping services, janitorial services for gyms and sports complexes, security services, and pool maintenance. 
  • Ensuring compliance with the rules and regulations: The HOA property management company dedicates considerable effort to assuring adherence to community standards. The services range from maintaining the community’s aesthetic quality, ensuring all community members follow the rules of the common areas, making notes of any security or safety concerns, and relaying those concerns to the board. 
  • Managing community relations. Creating and preserving harmony amongst the neighbors is among the highest priorities for HOA property management companies. The members of the HOA board are volunteering their time and effort for the betterment of their community, but they need additional support to handle the daily issues among homeowners. HOA property management companies act as intermediaries between neighbors during disputes, organize events for the community, execute the board’s vision, and facilitate positive relationships between neighbors. 

At So Cal Property Enterprises, we are committed to delivering stellar support and services to our clients. Our exhaustive suite of services helps clients maintain beautiful, comfortable, and organized communities. 

If you would like additional details about our services, please visit our information page. 

Frequently Asked Questions

FAQs on Property Management Services

If there’s but one thing to know about property management services, it’s that these are offered to ease the burden of property owners, and even homeowners associations or HOAs. And if you’re looking for a property manager for the oversight of your real estate investments, keep in mind that property management companies worth their salt will always have the best interests of their clients at heart. Anything less than this could prove to be a waste of your time and money in the end.

To learn more about the services offered by a property management company, here are a few common questions frequently asked by property owners :

1. How do I find the right property management company?

Whatever service you’re in need of, whether or not it is related to your property, it’s always a prudent move to do a bit of research and then create a shortlist of “eligible candidates.” To find the right property management company, identify first which category your property falls under: residential (single or multi-family), commercial, industrial, or special purpose (sports venue, theater, senior home facility, etc.). From here, you can narrow down your search.

Once you have a number of property management companies in your list, it’s time to talk to each one in person (or in a live, virtual environment). Do not accept property management services from anyone without personally talking to an actual property manager from the company.

2. What specific property management services do I need?

As for services, these will also depend on the type of property. For instance, with a residential or commercial property for rent, you could be looking at a property manager who will take care of rental details: tenants, collecting monthly rental fees, property maintenance, and the like. It’s important to know exactly what you want for the property in order to identify the specific services you will be needing.

3. How much does a property management company charge?

The cost to hire a property manager also depends on several things: your location, type of property, extent of services, and whether or not they are an independent/private property manager. But just to give you an idea, the usual charge of a property manager hired to oversee a rental property is more or less 10% of the rental fee. So, for instance, if your tenants are paying you $1,000 dollars for their monthly rental, $100 of that will go to the property manager.

Do you have more questions about property management and HOAs? Please feel free to browse our blog and community news pages.

Featured Photo by Pixabay

Benefits of Living in an HOA-managed Community

3 Reasons to Live in an HOA-managed Community

Some people hesitate to move into a new home simply because the property is part of an HOA community. This is especially true for someone who’s never had the experience of living in an HOA-managed property in the past. There are advantages to a homeowners association that some may not know about precisely because they haven’t lived in an HOA community before.

If you’re still undecided about the condominium unit or single-family home you’ve been eyeing because it is governed by a homeowners association, it might help to know the benefits
homeowners derive from an HOA. The following advantages could help with your decision-making process:

1. There is an “authorized entity” you can readily approach for concerns regarding neighbors

Disputes and arguments between neighbors may sometimes arise, and if these occur within a neighborhood governed by an HOA, you readily have someone to assist you with the dispute/disagreement. Homeowners can approach their HOA to discuss their complaint, upon which the HOA will investigate the incident/situation, mediate, and resolve the conflict as amicably as possible.

2. Access to exclusive amenities and facilities

One of the best parts about living in an HOA community is that some provide world-class amenities and facilities for the exclusive use of the homeowners (and their guests, when applicable) alone. Such facilities, such as parks and playgrounds, swimming pools, recreation centers, fitness facilities or gyms, basketball and/or tennis courts, are built for the comfort and convenience of the homeowners.

3. You have a support system

When you move into an HOA community, you automatically get a new support system. HOAs don’t only oversee the upkeep of the community to keep property values up and maintain a certain standard of excellence; they also exist to assist homeowners, be it for personal needs or matters related to their property. There are HOAs that hold fundraisers, for instance, to help a homeowner going through medical/health challenges. There are HOAs that support pet adoption and other good causes as well.

From the above, you can see that a homeowners association benefits homeowners in ways that can greatly improve one’s quality of life.

If you’d like to learn more about HOAs and how they benefit homeowners, or read more about HOA-related posts, please feel free to browse our blog page. For news and updates on California homeowners associations, you may visit the community news page.

Responsibilities of an HOA Board and HOA Management Company

Understanding Responsibilities of an HOA Board and HOA Management Company

A homeowners association or HOA is primarily established to ensure that the homeowners and the community it serves thrive and grow. And in order to achieve this goal, by-laws and covenants are put in place. These by-laws and covenants basically establish rules and regulations that all homeowners must follow for as long as they are a part of the HOA community.

Similarly, the by-laws generally enumerate the HOA’s functions and the HOA Board’s responsibilities, including things they can and cannot do whether on behalf of the HOA or as a Board member/homeowner.

That said, the HOA Board’s primary duty is to ensure that the association is fully functional and serves the best interest of the community. This is where an HOA management company may be considered. Sometimes though, the responsibilities of the Board and the management company overlap even if they shouldn’t, which means the management team is sometimes expected to perform duties that only the Board should.

It is therefore important to clearly define responsibilities of the HOA management team in terms of their assistance to the Board.

Responsibilities of an HOA Board

  • Enforce rules and covenants
  • Create and/or amend policies
  • Intervene, investigate, and resolve disputes and arguments among homeowners
  • Investigate and resolve complaints
  • Approve or reject requests (for repair or maintenance, for example)
  • Serve as the HOA’s Architectural Review Committee for requests for architectural changes on a property
  • Make all decisions related to the HOA, homeowners, and the community in general

Responsibilities of an HOA management company

  • Assist in the HOA’s day-to-day functions
  • Handle communications between homeowners and the HOA
  • Recommend vendors, suppliers, and contractors
  • Ensure contractors and other outside services are fully insured to protect the HOA from liability
  • Sign checks on behalf of the HOA (optional, and up to a certain amount only)
  • Coordinate with the HOA for maintenance or repair requests from homeowners
  • Ensure homeowners are complying with rules and covenants, as requested by the HOA

From the above, you can see that the HOA management company’s primary role is to ease the burden of the HOA and help where and when needed, and according to “services” defined in the management contract/agreement. Decision-making and other fiduciary duties of the Board members will solely be handled by the Board itself.

Do you wish to learn more about homeowners’ associations, HOA management, property management, or other related topics? Please feel free to browse our blog page. You may also visit the community news page for more information on California homeowners’ associations.