The Responsibilities of an HOA Community Manager

A community association manager's role is many. Association managers implement the policies set by the board of directors. They also oversee operations, services, and programs as laid out in the contract with the association. In addition, they provide information and advice to assist board members in their decision-making.

There are a few general areas in which community association managers perform tasks. Managers of small associations may only perform some of these functions. In contrast, large-scale community managers may perform all of them with the help of staff members.

Financial Operations

• Pay bills

• Maintain financial records

• Bill and collect assessments

• Draft financial reports and budgets

• Prepare the payroll for on-site personnel

• Maintain and monitor reserve study and reserve funding plans for community property

• Prepare, implement, and oversee the association's annual budget, subject to the board's approval

• Keep the board regularly informed of the association's fiscal, financial, and operational health

Administrative Duties

• Maintain the membership roster, records, and files

• Organize and attend annual meetings, board meetings, and committee meetings

Building Maintenance and Grounds Upkeep

• Provide periodic grounds inspection reports

• Ensure compliance with architectural guidelines and design covenants

• Oversee building maintenance, such as managing and monitoring a plan that includes regular cleaning, plumbing, and painting

• Monitor the work of on-site employees and service providers who often perform these services.

• Coordinate grounds upkeep services, including landscaping, maintenance of recreational facilities, snow removal, trash collection, and street sweeping

A community manager's list of responsibilities can be extensive, but certain aspects are out of their scope of authority. Aspiring managers should keep in mind that: 

• The manager does not set a policy—the board of directors does that

• While the manager works closely with the board, he or she is an advisor—not a member of the board.

• The trained manager deals with conflicts but typically does not get involved in homeowner disputes unless someone violates an association rule

• The community manager is available to residents and can answer questions. Still, he or she is not the board's information officer.

• The manager is responsible for monitoring service providers' performance but not supervising them

• The manager inspects the community regularly but can't catch every maintenance issue

• The manager has a broad range of expertise and may offer opinions but will not give technical advice in areas where he or she is not qualified

Contact Us

Condominium Associates is here to help you with all your HOA management needs. Contact us today to connect with a property manager who cares about your community!