HOAs

5 Key Responsibilities of an HOA Manager

June 22, 2023

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The Most Important Jobs For An HOA Manager

An HOA manager takes care of several key responsibilities to ensure an HOA functions properly. 

If you’re about to become a manager or your HOA is about to hire one, it’s important to understand these responsibilities. 

Being an HOA manager is a massive challenge. It requires working in tandem with board members to ensure HOA members follow regulations, the HOA stays in good financial health, and much more. 

In this article, we’re going to focus on the five most important responsibilities. 

#1: Financial Management 

HOAs collect regular fees and payments from all members to fund HOA expenses. Managers are typically in charge of invoicing and taking care of collections (whether online or in-person). Managers typically must track delinquencies and ensure everyone in the association pays on time and in full.  

HOA penalty fees, late fees, setting up payment plans, placing liens, and starting foreclosure proceedings are also a part of a manager’s role. 

Regular financial reporting is a vital part of every manager’s job. The board needs to understand the financial health of the HOA to make sound decisions. Managers need to work closely with professionals to ensure the board has a clear view of expenses, income, reserves, etc.  

Naturally, this leads directly to budgeting. An HOA manager must work with the board to create a feasible budget. Effective financial reporting is the foundation for a great budget. This belies the importance of analytics and reports that provide insights on elements like income and expenses. 

#2: Common Area Maintenance 

An HOA manager must take care of common areas. This includes tasks, such as: 

  • Ensuring all common areas are safe, clean, and properly insured. 
  • Finishing special projects on time and under budget. 
  • Notifying the Board if any projects need to go beyond the budget and providing alternatives to deal with changes in expenses. 
  • Creating effective preventive maintenance procedures and schedules. 
  • Knowing who cleans or fixes what and coordinating repairs in a timely manner. 
  • Planning, communicating, and evaluating maintenance contactors in an ongoing manner. 

Safety is a critical part of this responsibility. The association is responsible for injuries or accidents in common areas. Thus, it’s important to secure these areas carefully and maintain them well.  

Preventive maintenance, which was mentioned in the list, is vital. Skilled managers know preventing issues is better than reacting to them. Therefore, it’s in everyone’s best interest to proactively care for common areas. 

#3: Compliance and Legal Matters 

An HOA manager helps enforce bylaws and rules violations. This includes property inspections, sending out violation notices, and setting up disciplinary hearings. Managers don’t have the final say on these matters, but they play a significant role in each of them. The Board decides on matters like community expulsion and then managers act according to those decisions. 

While an HOA manager doesn’t need to be a lawyer, they do need a thorough understanding of applicable laws. Part of a manager’s job is to keep an HOA out of legal trouble. Thus, the better they know the law, the more they can help prevent legal issues. 

#4: Vendor Management 

Most HOAs work with outside companies and contractors to ensure an HOA looks great and functions properly. Landscaping companies, for instance, are an example of a common vendor managers work with. Managers need to prepare requests for proposals (RFPs), vetting different landscaping businesses, helping the board select the specific company, and ensuring the vendors meet expectations.  

#5: Communication 

Communication with tenants, the board, vendors, and others is a vital part of an HOA manager’s job.  

Managers need to send out notices in a timely fashion, ensure the distribution of newsletters or updates, and get key information to residents quickly. Managers often act as a go-between for residents and the HOA. They need to be able to answer questions and field concerns. A calm demeanor and savvy communication skills go a long way in this role. 

HOA managers have a unique relationship with the board. They need to be a voice of reason and wisdom. Working closely with the board to accomplish things requires valued expertise and consistent, clear communication. 

Experienced HOA managers also understand the importance of communicating with members of the community. Regular meetings are a great way for HOA managers to gauge members’ morale and address issues. 

Newsletters are another method HOA managers use to keep residents informed and educated. These newsletters may be mailed out or emailed to community members. The method of distribution is up to the board. 

Many managers even create a website that allows residents to browse valuable information and documents related to the HOA.  

Regardless of the type of communication, the keys are consistency and clarity. Every HOA manager must strive to keep all relevant parties updated and aware of what’s going on in the community. 

Consider HOA Management Software 

Every manager should strongly consider software to manage HOA. It can be overwhelming to try to take on many of these tasks manually. It’s also unwise with the software available in today’s world. 

Read our article here that discusses the best software platforms for HOA management.  

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