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• Prepare and mail all billing statements/coupon
books to homeowners
• Collect and deposit all payments made on
a daily basis
• Manage collection of delinquent accounts
• Coordinate with Collection Agency when accounts
go 90 days or more past due
• Prepare checks for board approved invoices
submitted for payment
• Reconcile bank statements monthly
• Prepare financial statements on a monthly
basis an accrual basis, including general ledger,
income statement, and balance sheet. Also includes
detailed budget versus actual for income and expenses,
all bank statements and reconciliations, cash disbursement
journals
• Assist Board with preparing annual budget
• Execute any CD investments, renewals, or
transfers as directed by the Board
• Update vendor files annually. Reconcile,
generate, and mail annual 1099's to required
vendors
• Provide current account balance to title
companies during sale of homes in community |
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• Conduct routine site inspections of the
community for the purpose of identifying rule
violations and checking on the performance of Association
vendors. Inspections are
generally focused on seasonal demands like pool,
landscape, drainage, and always
include Covenants, Conditions and Restrictions compliance
requirements and routine follow up of vendor activity
and performance
• Covenants and Restrictions enforcement-Provide
assistance to Board to enforce all rules and regulations.
RMC will send letters promptly to those in non-compliance.
• Bids and routine maintenance coordination
• Prepare bid specifications for larger jobs
and oversee bid process
• Coordinate entire process of handling small
maintenance issues in the community
• Maintenance calls come to our office. Work
orders are issued to the proper vendor
depending upon the nature of the work
• Major repairs are inspected by management
prior to issuing a work order
• Manage and oversee all vendors associated
with your community |
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• Frequency of attendance per contract
• Prepare Board packages in advance of meetings
• Prepare and distribute agendas, notices,
ballots, proxies, etc. for meetings |
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• Prepare and distribute all paperwork associated
with the annual meeting (agenda, proxy, ballot,
minutes, return envelopes)
• Manage all returned proxies and keep Board
informed of whether or not quorum has been achieved
• Run Annual Meeting if desired by Board or
assist with annual meeting
• Prepare process, follow up on, and maintain
records of all work orders for the Association
• Prepare and maintain copies of all correspondence
on behalf of the Association in an organized fashion
• Process incoming and outgoing mail
• Respond to all e-mail correspondence in
a timely fashion
• Maintain homeowner information database
and keep current on daily basis
• Create and mail violation letters, architectural
requests responses, and other correspondence to
homeowners
• Serve as primary contact and liaison for
Board
• All electronic Association records are backed
up daily offsite
• Provide all required documentation, Covenants,
Conditions and Restrictions and Community Rules
to new homeowners
• Provide a full time person in our office
to interact will all parties involved in a real
estate transaction
• Provide a team of customer Service Professionals
to handle all incoming calls from
homeowners, vendors, parties to a real estate transaction,
vendors, board members etc., including a dedicated
person to your community that is familiar with the
community, rules and policies, and practices as
established by the Board
• Serve as primary contact for any legal issues
in community |
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