7 Things HOAs Need To Consider Before Hiring A Property Manager


Choosing the right property manager for your Homeowners’ Association (HOA) can significantly impact the efficiency and harmony of your community. There are many reasons to hire an HOA management company. These professionals handle day-to-day tasks and play a unique role in long-term planning and problem-solving. Their expertise in managing properties, dealing with residents, and overseeing financial matters can lead to a more organized and satisfied community.

Therefore, potential candidates should be carefully evaluated for their experience, communication skills, and understanding of legal and financial aspects specific to HOAs. The right property manager acts as a bridge between the association board and residents, ensuring that the community’s needs are met while adhering to the governing documents of an HOA,  local laws, and regulations. That being said, the choice of hiring a professional can shape the future of your community, influencing everything from property values to the quality of life for its residents.

Here are the 7 things you need to consider before hiring a property manager.

What is a Property Manager?

A Property Manager in the context of Homeowners’ Associations (HOAs) is a professional who oversees a community’s daily operations. Their responsibilities are maintaining amenities and contacting vendors, ensuring these places are well-kept and meet the needs of the residents. They also enforce community rules and regulations, contributing to harmony and order within the neighborhood.

In addition to these tasks, these skilled professionals handle financial management for the community. This involves budgeting for community expenses, managing funds, and sometimes dealing with rent collections and vendor payments. They serve as a bridge between the HOA board and the residents, facilitating communication and addressing issues promptly. Their role in managing a community’s physical and administrative aspects makes them a key figure in the day-to-day life and overall well-being of HOA communities.

Benefits Of Hiring A Property Manager

Aside from the relief of not having to shoulder the burden of HOA management tasks, HOA organizations find numerous advantages in hiring a property manager. Here are some of the benefits you will gain by entrusting these responsibilities to a skilled professional:

Property Managers have a Large Vendor Network

Professional maintenance keeps communal areas such as gardens, pools, and clubhouses in good condition. This maintenance keeps and often raises the value of properties in a community. Through an extensive network of vendors, property managers use the most effective contractors to fix and maintain communities.

Property Managers offer Administrative and Financial Management

Property managers offer services like collecting dues and financial record-keeping. They have computer systems and processes in place to collect payments from homeowners for their annual dues. Without a property manager, this can take a self-directed HOA hours, if not days, to collect and process payments.

Also, property managers are responsible for organizing and preparing for board meetings and community events. They can create notices to be sent to homes in the community and be the facilitator for annual meetings.

Property Managers are the Face of the HOA

Property managers are the primary point of contact between the HOA board and the residents of a community. They address resident concerns and queries, improve community relations, and facilitate clear and timely communication on community matters.

When a community is actively using a property manager, the HOA board members are usually not involved in the day-to-day activities of maintaining and running the HOA. Residents contact the property manager directly, not the HOA, allowing board members to focus on larger issues.

Property Managers oversee Regulatory Compliance

These professionals ensure the community adheres to local laws and regulations while keeping the association updated with any changes in property laws. Also, these professionals manage legal aspects related to property and HOA community management.

Note: While property managers are not attorneys, they work with HOA attorneys on legal matters when needed. HOA boards should have an HOA attorney as part of their team, whether or not they are utilizing an HOA property manager.

Are Property Managers Vendor Neutral?

Property managers from reputable property management companies typically practice vendor neutrality. This means they do not generally prefer one service provider over another. Sure, they will prefer vendors who have done a great job in the past, but they don’t choose a vendor because they are a personal friend.

Instead, a property manager’s goal is to select vendors based on the quality of service, cost-effectiveness, and how well they meet the community’s specific needs. Adopting this approach helps the Homeowners’ Association (HOA) get the best possible services and value, particularly for maintenance and repair work.

Handling different vendors can be complex, especially as response times vary and some may not be immediately available, particularly in emergencies. These skilled professionals often maintain a list of reliable vendors to streamline this process.

Here is a list of vendor types that HOA property managers maintain:

  1. Landscaping and Gardening Services: These vendors care for outdoor spaces, including lawn care, planting, and tree trimming.
  2. General Maintenance and Repair Contractors: These vendors manage routine repairs and upkeep of communal facilities.
  3. Cleaning Services: These vendors focus on keeping common areas like clubhouses and pool areas clean.
  4. Plumbing and Electrical Services: Specialized contractors for maintaining and repairing plumbing and electrical systems.
  5. Security Services: These vendors provide security personnel and surveillance systems.
  6. Pest Control Services: These vendors’ services manage and prevent pest infestations in communal areas.
  7. Waste Management and Recycling Services: These vendors handle garbage collection and recycling.
  8. Pool Maintenance Services: These vendors specialize in pool cleaning and maintenance.
  9. Snow Removal Services: In regions with snow, these vendors clear roads, walkways, and common areas.
  10. Reserve Fund Study Services: These firms provide detailed assessments of HOA reserve funds, ensuring enough money has been set aside for future maintenance and capital improvements.
  11. Legal Services: Attorneys or firms specializing in real estate or HOA law.
  12. HVAC Services: Contractors for common areas heating, ventilation, and air conditioning systems.

This list helps them respond quickly and efficiently to maintenance needs, ensuring the community is well-cared for.

7 Things You Need To Consider When Hiring A Property Manager

Choosing the right property manager for your Homeowners’ Association (HOA) is a big decision. The manager you pick can make a huge difference in how smoothly your HOA runs and how successful it is overall. They handle day-to-day tasks and facilitate long-term objectives, ensuring your community stays organized and residents are satisfied. It’s not just about getting the job done; it’s about finding someone who understands your community’s unique needs, communicates well, and follows the rules and regulations that govern HOAs. So, when selecting a professional, take your time and look for someone who fits well with your HOA’s goals and values because they can shape the future of your community.

Here are the 7 things you need to consider before hiring a property manager to help you manage your HOA community:

#1 – Look for Unique HOA Expertise and Online Reviews

Look for a reputable property management company with specific experience working with HOAs. Professionals who are working in this field should understand an HOA’s unique dynamics, regulations, and challenges. This ensures they can manage effectively and adapt to your community’s specific needs.

Another way is to look for client references. Seek references from other HOAs where the property manager has been involved, testimonials, and online reviews to assess their reputation and professionalism. Understanding the experiences of comparable communities offers valuable insights into the manager’s reliability, communication skills, and overall performance.

#2 – Look for Knowledge of HOA Laws and Regulations

HOA property managers should be well-versed in state law and know the governing documents of an HOAs, including understanding CC&Rs (Covenants, Conditions, and restrictions), bylaws, and other regulatory documents. These documents dictate the power and responsibility that an HOA board has for its community.

#3 – Look for Transparent Communication with the HOA

Remember that property managers are like a bridge for HOA organizations and homeowners, so having strong communication and transparency should be one of the top priorities. Look for skilled professionals who excel in keeping the HOA board and residents well-informed and promote a sense of trust and cooperation within the community.

See how good they are at handling technologies to streamline communications since it will provide convenience to the whole community. Other HOA property management companies are proficient in utilizing HOA management software and other pertinent technologies, which can be beneficial as it can enhance efficiency and communication within the association.

#4 – Look for Community Engagement and Leadership

Evaluate how well the property manager can engage with and lead the community. This includes organizing community events, encouraging resident participation, and fostering a positive community culture. A property manager skilled in building community spirit can significantly enhance the overall living experience within the HOA.

#5 – Look for Financial and Administrative Expertise

One of an HOA’s most challenging tasks is handling financial and administrative matters. As part of the HOA organization, assessing their ability to manage HOA finances, including budgeting, dues collection, financial reporting, and handling reserve funds, is necessary before making a decision. Property managers should also be adept at administrative tasks like record-keeping and meeting organization.

#6 – Look for Vendor Relationships and Maintenance Skills

Consider a property manager’s network of trusted vendors and contractors and their ability to negotiate contracts and oversee maintenance and repair work. They should ensure high-quality and cost-effective services for the community.

#7 – Look for Conflict Resolution and Problem-Solving Abilities

Your next property manager should be capable of addressing and resolving conflicts within the community, whether between residents or related to compliance with HOA rules.

Ask your HOA property manager candidates to give you real-world examples that they had a conflict and how they mediated to a resolution. Have them explain what the issue was and the challenges that were faced along the way. You may discover the tendencies of the person you are hiring, whether they are logical or heart-led, empathetic or indifferent. Which type would work well for your HOA?

How To Hire A Property Manager?

To hire a property manager for your Homeowners’ Association (HOA), start by defining the HOA’s specific management needs, then search for candidates with experience who can provide excellent HOA management services through online reviews or recommendations from similar associations. Review their qualifications, focusing on their experience with HOA management services, and conduct interviews to understand their approach to everyday HOA management tasks.

In the next phase, discuss their fee structure in detail, ensure they understand the unique aspects of managing an HOA, and check references to gauge their reliability and effectiveness in similar roles. Conclude by negotiating a clear contract that outlines all responsibilities and expectations. After hiring, maintain open lines of communication and regularly evaluate their performance to ensure the needs of the HOA are being met effectively.

Conclusion to Hiring a Property Manager

In conclusion, choosing the right property management company for your Homeowners’ Association (HOA) is a decision that can greatly impact your community. The key is to find someone who handles daily operations efficiently and understands and aligns with your community’s specific needs and goals. Look for a manager with a solid background in HOA management, effective communication skills, and a commitment to keeping the community in top shape.

Remember, these skilled professionals do more than oversee maintenance and finances; they significantly enhance community life and resolve conflicts. The right property manager can help your HOA run smoothly and maintain a happy, well-organized community. With careful selection, your HOA can find a manager who is a great fit and a positive force for residents and the community.

Seek the Help of a Property Management Professional

If you’re struggling to manage your HOA or condo association, it’s worth contacting a professional management company like Innovative Management for help. With years of experience managing COA and HOA properties, Innovative Management can provide valuable guidance to association board members, ensuring that your properties are managed efficiently and effectively. We offer various services, including financial management, maintenance, and homeowner communication, making managing your association properties easier. By working with Innovative Management, you can have peace of mind knowing that your community is in good hands and managed by experienced professionals.

Contact Innovative Management to start a conversation.

Categories HOA