Condo & HOA Management for Association Boards

• Financials — operating budget, dues billing and collection, monthly financial dashboard (not just an annual statement), reserve tracking.
• Maintenance — a 24/7 staffed line (not an answering service), plus our in-house licensed general contractor through Pro Services Boston, so repairs are controlled on quality and speed instead of subbed out and hoped for.
• Vendors — qualified, vetted vendors managed and held accountable.
• Governance — meeting prep and minutes, owner communication, rule enforcement, statutory compliance tracking.
• Transition — a done-for-you 45–60 day onboarding from your current setup or from self-management.

What should your board see in monthly reports?

A useful board packet brings together income and expenses against the approved budget, operating and reserve balances, dues receivables, unpaid invoices, and explanations for material variances. It should also identify open repairs, upcoming vendor renewals and capital projects, and decisions that need a board vote. Ask which reports are included, when they are delivered, and how trustees can review supporting records. Agree the reporting scope and access permissions at onboarding.

How are repairs approved and documented?

Provide the location, photos where safe, access details, and whether the problem affects a common area or an individual unit. Urgent safety concerns and active damage need immediate escalation; routine work can be scheduled by priority. Your association documents and management scope determine responsibility. Agree spending limits, estimate requirements, and emergency authorization before work begins. Define who approves repairs, how residents receive updates, and which invoices, work notes, warranties and follow-up needs are retained at closeout.

What records should your board prepare for transition?

Prepare governing documents and amendments, meeting minutes, owner and trustee contacts, budgets, financial statements, dues balances, operating and reserve account records, insurance policies, and reserve studies. Gather vendor contracts and renewal dates, unpaid invoices, open work orders, inspection records, warranties, keys, and authorized system access. Reconcile balances with the outgoing manager and arrange authorized record and account transfers. Agree the handover date, owner notices, new payment and repair instructions, and responsibility for unresolved work so service continues during the switch.

Which recurring tasks should your board track?

Build a calendar around the requirements that apply to your building and governing documents: annual budgets and meetings, elections and notices, insurance renewals, vendor contracts and insurance certificates, reserve-plan reviews, and applicable building inspections or safety-system servicing. Record the responsible party, due date, completion evidence, and board action required. Confirm legal questions with association counsel and technical requirements with qualified professionals. Your proposal should identify which items management tracks and which remain with trustees or outside advisers.