Questions to Ask a Condo Manager in an Interview

Interview every candidate with the same questions and score the answers. Boards that do this compare managers on substance, not on who presents best. Below are the questions to ask, grouped by topic, with what a strong answer sounds like.

How to run the interview

• Send the questions in advance and ask for written answers on money items.
• Have two or three board members score independently, then compare.
• Ask each candidate for the person who will actually manage your property to attend.
• Use the Management Company Scorecard (free download) to record scores.

Experience and fit

How many associations like ours do you manage, and how many units? A good answer names similar-size buildings and gives a number, not “a lot.”

Who would be our day-to-day manager, and how many properties do they handle? You want a named person and a realistic workload.

Can we speak with two current clients and one that left you? Confident firms say yes.

Staffing and coverage

Who answers after hours, and how fast do you respond to an emergency? Strong answers describe a real process, not just “24/7.”

What happens when our manager is out? Ask for the backup plan.

Money

What is included in the base fee, and what costs extra? Ask for a written list of extras and their prices.

Where are our funds held, and who can sign? The answer should be accounts in the association’s name, with board visibility.

What insurance do you carry, including coverage for employee dishonesty? Ask for certificates.

Do you earn rebates, commissions or referral fees from vendors? The answer should be a clear no, or a full disclosure.

Maintenance and vendors

How do you bid out work, and above what amount? Look for a bid threshold and board approval steps.

Do you have in-house maintenance, and how is it priced? In-house crews can be faster and cheaper. Ask how the board knows it is getting a fair price.

Reporting and communication

What reports will the board receive, and when? Ask to see a sample financial package.

How do owners submit requests and how fast do you reply? Look for a portal and a response standard.

Transition and exit

How do you take over from our current manager, and how long does it take? A good answer is a phased plan. Our own transitions run 45 to 60 days. See what a transition should look like.

If we leave, how do we get our records and funds back? Read the answer against the termination clause in the contract.

Red flags

• Vague answers on fees, funds or insurance.
• No named manager for your property.
• Reluctance to provide references.
• Pressure to sign quickly.

Frequently asked questions

How many management companies should a board interview?

Three is a common number. It is enough to compare, and few enough for the board to review carefully.

Should the whole board attend the interviews?

Not necessarily. Two or three members can interview, score independently and report to the full board.

How do we compare proposals fairly?

Ask the same questions, request the same written items, and score each answer on a consistent scale.

Part of our guide to hiring, switching or firing a condo manager. Interviewing managers now? See how we run condo and HOA management in Boston. Also see how to choose a condo management company in Boston. Talk to Green Ocean.

This article is general information, not legal advice.