Sweet Home Management

HOA Management Duties and Responsibilities:

1. Accounting and Billing:

• Forming the non-profit for the association and opening a bank account.
• Ensuring that all funds are always accounted for, ensuring that the reconsolidations in the management system match the bank account.
• Uploading all invoices into the software and ensuring this matches up with the dates and amounts that are shown in the bank account.
• Gathering multiple quotes from vendors for services that they may perform for the HOA.
• Ensuring that all bills are paid on time and up to date.
• Accounting for all residents’ account balances (if any) and ensuring that the profit and loss statement is correct that is sent to the BOD.

Fines, Liens and payments (that are not electronically paid) are entered, scanned and uploaded into the system, and then deposited into the bank account to ensure the proper accounting for each of those residents.

• Receiving checks from real estate closings and entering the new residents into the system and ensuring that the associations’ dues and initiation fees are placed on their account.
• Dealing with possible foreclosures and the banks.

2. Enforcing Rules:

• Ensuring that all residents are aware of the rules and regulations governed by the HOA.
• Conducting drive-thoughts of the community each week to make sure all residents are following the rules.
• Taking photos, writing fines, and adding them to the portal and mailing them out to residents.
• Emailing the BOD each week a write-up of the drive-through report ensuring the board knows exactly what is going on in the community.
• Providing residents architectural applications to present to the BOD or the ARC committee for approval.
• Going to residents’ homes and speaking with contractors about anything they are going to build on their property ensuring it conforms to HOA standards.

4. Keeping the community up to date:

• Holding HOA meetings in person and virtually. Adding residents to the email list, making signs to notify residents about meetings or elections.
• Monthly emails that include the invoices, bank statements, and any other information that the community might need to know about will go out each month at the beginning of each month.
• Holding elections or voting on HOA items of discussion. Mailing ballots out to each resident.
• Making sure the calendar in the system is updated for events in the city or association.
• Calling and emailing the city services if needed for the community. Extra police patrols, or speed studies etc.
• Always being available for all residents’ day or night. Answering the phone, answering emails, going to their home to speak about issues with them as well.

     There are many other items that may come up with an association that might not be covered here. There are behind the scenes items that need to be delt with. Every complaint is anonymous and needs to be resolved before legal action is taken. To manage an association takes much effort that we put towards your community. This might represent 3 items, but these 3 items need to be done and check on always not some of the time all the time. My job is to ensure the community and the board know that I am doing my job and their funds are safe and being used correctly. I can assure the board that no other HOA management company puts forth this effort.

Owen Hopper

Founder, Sweet Home Management

Licensed Broker GA, AL