Every homeowner’s association benefits from a knowledgeable and dependable HOA manager. In this article, we will help to distinguish between the
different types of community managers and explain the general responsibilities that they fulfill.
Types and Credentials of HOA Managers
Unlike the volunteer roles upheld by the Board of Directors, community managers are paid employees. They are either an employee of the management company, or they can be directly employed by the association. We can distinguish between HOA managers by looking at their location of work and certifications. In some larger associations, HOA managers fulfill on-site duties during business hours. Typically, the association has a management office that homeowners can visit, and there are often assistant managers and/or administrative staff working in the office as well. Oftentimes, managers are responsible for a portfolio of communities in an off-site position. Off-site managers are still dedicated and active in managing each association, and they often work with support staff (accountants, assistant managers, and customer service) employed by the management company. Most associations choose to elect an off-site manager because it is more cost-effective. It is important to work with your management company to determine which type of management is most suitable for your association. Additionally, community managers can hold various professional credentials, such as a Professional Community Association Manager (PCAM), Association Management Specialist (AMS), and CMCA (Certified Manager of Community Associations). Community managers who are in the process of obtaining their professional certification are often closely supervised by a certified manager.
What is the Responsibility of an HOA Company and Manager?
The function of an HOA community manager is to work with board members and residents to ensure that all legal and ethical management
guidelines are being followed to maintain property values. One of the most important roles that an HOA community manager fulfills revolves around serving as a liaison between the board and residents. Managers respond to the questions and concerns of homeowners by clarifying decisions, explaining procedures, and helping homeowners communicate their ideas and input with the board. Managers are often highly skilled and extensively trained in various communication processes, like conflict management. It’s important to remember that board members are unpaid volunteers as well as legally required to discuss and make decisions in noticed board meetings. Managers also prepare agendas, board packets, and facilitate meetings in a timely fashion. Additionally, HOA management company managers serve to guide the board in their decision-making by adhering to various corporate, civil, health, safety, etc. codes to protect the association and its residents from any legal ramifications. These legislative duties also include abiding by the association’s governing documents (Articles of Incorporation, Covenants, Conditions and Restrictions (CC&R’s), Bylaws, Association Rules, Architectural Guidelines, etc.).
What is the Role of an HOA Community Manager?
Trained and experienced Managers are experts in many aspects of a successful homeowners association. Visit our Frequently Asked Questions
page for more information about the function of each of these documents. Furthermore, managers assist in compliance with these documents. In cases
where this doesn’t occur, managers will take steps to resolve non-compliance issues in a friendly yet effective manner. Aside from legislative responsibilities, HOA managers assist the board with financial operations, which includes risk management, budget analysis, long-term capital requirement, etc. For example, managers will guide the board through the process of funding major maintenance or repair projects. In addition, managers will oversee all ongoing projects in the association and communicate with contractors, homeowners, and board members to ensure that everyone is on the same page. They are also responsible for obtaining and presenting proposals or bids for these projects to the board. Aside from special projects, general maintenance responsibilities include property inspections and responding to everyday issues involving common areas. Community association managers have various responsibilities and fulfill many roles, making them extremely valuable to the homeowners association. Their goal is to provide their expertise, knowledge, and support to make every association thrive.