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ASSOCIATION

Green Ocean Property Management provides many unique features that benefit condo associations who are looking for improved responsiveness, transparency, and expert advice.

We believe that clarity of communication is the key to a well-managed association. We guarantee personalized and attentive management.

A FEW BENEFITS INCLUDE:

MONTHLY NEWSLETTER

Newsletters increase communication and visibility providing all owners with useful updates relating to the association. It adds a personal touch and helps build relationships between ownership, management, and the board of trustees. Typical newsletters also include general market updates, insights as well as changes and improvements of services that owners may benefit from.

MONTHLY DASHBOARD CASH FLOWS

A financial dashboard that gives you a detailed snapshot of how the association’s financials. It covers aspects such as income, expenses, budget vs. actuals as well as specific comments for the month. The goal of the dashboard is to give you additional insight and clarity regarding how any financial aspects that need attention

DETAILED PROPERTY INSPECTIONS

Regular property inspections are important to preserve the condition and value of the property as well as being proactive to ensure there are no violations or liabilities that need to be addressed.

In addition to these unique benefits, we are forward-thinking and technology advanced to help us provide exceptional service. Some of the technology that we use and the benefits of each:

Construction management and leak investigation service

24/7 on staff Maintenance Team

Board Project Management integration with real-time updates

Tracked email and phone call with 2-hour guaranteed response time

OTHER BENEFITS:

Cost savings with preferred vendor rates

Virtual meetings to improve owner participation

Continuing education for trustees via trusteetutor.com site/youtube vlog etc.

Extensive insurance knowledge for masters and condo unit

CONDO ASSOCIATION MANAGEMENT

Board Meeting

Attendance Your property manager will organize and attend board meetings. The property manager will work with the trustees to establish an agenda and will officially record all meeting minutes.

On-site Meetings

Your property manager will be available to meet with the association and contractors on a regular basis to facilitate repairs and improvements.

Annual Meeting

Your property manager will organize the annual meeting to discuss the short and long term goals of the association. We will present an annual report and recommended planning strategies.

Insurance Claims

File appropriate documentation to the insurance company when a claim needs to be filed. We will work with the insurance company from start to finish. This includes hiring third party inspectors if required, or obtaining repair estimates.

Dispute Resolution

We professionally handle disputes that may arise. This includes delinquent condo fee accounts, failure to pay assessments, and vendor-related issues .

Legal Coordination

Work with the association's legal representation on issues such as amendments to the condo docs, by-laws, or collecting debts.

Owner and Resident Database

Maintain current records of all owners and residents. We will obtain leases for rented units to ensure conformity to the condo documents.

Welcome Packet

We provide all residents with a welcome packet explaining the transition, provided services and our contact information.

Record Keeping

We will maintain a detailed file including all invoices, receipts, insurance binders, bylaws, master deed, and owner information.

Rules and Fine Enforcement

As instructed we will enforce and levy fines accordingly.

Association Interaction

Communicate news, updates, repairs, and future plans to the entire association via email, telephone, text, fax, and/or standard mail.

Board of Trustees assistance

Assist the board of trustees with elections and resignations to ensure proper procedure is followed as defined by the condominium documents.

FINANCIAL SERVICES

Online Account Management

Log-in information will be provided through a customized web page specific to your association. All monthly reports, invoices, condo documents, and insurance information will be updated regularly and is available for immediate download in PDF format. You will have the option to set up a one time or recurring payment for condo fees, and submit maintenance request 24/7. We can post news, events, and updates as requested.

Banking

We have a dedicated account specialist that evaluates each associations needs. Additionally, our agreement with local banks allow us to provide the association with a free bank account and reserve account. There are no monthly maintenance fees.

Accounts Receivable

We are able to deposit checks electronically a tour office or collect via ACH. This helps in making sure our associations have funds in their accounts quickly and helps minimize delinquencies.

Accounts Payable

All vendors are entered into our banking system and paid electronically through our banking institution’s online portal. This comes with a guarantee from the bank that payments will be paid on time.

Financial Reports

Various types of reports can be generated on monthly, quarterly and an annual basis. Our detailed reports are easy to understand and will serve as an excellent reference during tax preparation and financial planning.

Initiation and Organization of Assessments

We will assist the board of trustees in determining appropriate assessments and send notices and invoices to all owners.

Delinquent Account Remediation

We constantly monitor any delinquent accounts and will facilitate any legal action necessary to minimize the financial risk of the association.

Budgeting

Annual budget creation and maintenance will include an analysis of the reserve account to ensure that financial goals are accomplished. Proper planning will lower costs, provide adequate time for owners to prepare for changes and ensure the condo documents compliance.

Insurance Evaluation and Policy Marketing

Annually we will request that the current insurance agent market the policy to different underwriters. We will also consult with outside agents to determine if a better value is available.

MAINTENANCE SERVICES

24/7 Emergency Service

When unexpected situations occur we will be there to assist 24/7/365. Residents will receive our 24- hour hotline telephone number and a property manager is always accessible.

Vendor Relations

We maintain a portfolio of qualified contractors who are all licensed and insured to maintain and improve the cosmetics and structure of the property.

Bid Process Organization

We will establish a detailed scope of work request and provide on-site explanation and expectations to potential vendors or contractors. We take pride in our abilities to find the greatest value in ongoing and individual service contracts.

Regular Property Inspection

Scheduled and unscheduled property inspections will occur on a regular basis to identify areas of concern before they become problems. We monitor the work of vendors, locate maintenance issues and ensure rules compliance.

Maintenance and Repair Schedule

We will prepare are port displaying all expected annual maintenance. This information will be provided to all residents as needed to keep everyone informed.

Proactive Maintenance Programs

After assessing the structural and mechanical functions of the property we will plan a long-term program to minimize unexpected maintenance or expenses. These programs are very attractive to both potential buyers and residents because it distributes costs over a long period of time, avoiding large one-time assessments.

In-House Service Technicians

We employ highly skilled and qualified maintenance technicians to assist with routine maintenance and repair.