Condo Association Management: What Does a Manager Do?

A condo association management company coordinates the financial, maintenance and administrative work agreed with the board. Typical tasks include dues records, budget preparation, vendor coordination, meeting support and owner communication. The management agreement defines the scope; trustees retain the decisions assigned to them by the governing documents.

This guide explains responsibilities and questions to ask. Boards seeking services can review Green Ocean’s Boston condo and HOA management.

Core condo association management responsibilities

Financial records and board reporting

A manager may prepare budget drafts, record dues and payments, coordinate approved bills, and produce reports for trustees. Ask which reports are included, when they are delivered and how the board reviews supporting records.

A board packet can include income and expenses against budget, operating and reserve balances, receivables, unpaid invoices and explanations of material differences. Agree who reviews balances and approves spending. A management report does not replace the accountant’s or counsel’s advice.

Maintenance and vendor coordination

Management can record repair requests, arrange access, obtain proposals and coordinate approved work. The board should define spending limits, emergency escalation, vendor requirements and the records needed at completion. Confirm whether a request concerns a common area or an individual unit before assigning responsibility.

Meetings, records and communication

The management team can help prepare board meetings, circulate agreed notices, keep minutes and track follow-up work. Agree who communicates decisions to owners, how records are stored and which tasks need trustee approval.

Coordination with qualified advisers

Boards may need an attorney, accountant, insurance professional, engineer or other specialist. Management can organize records and coordinate communication with those advisers. Do not assume the manager provides legal advice or guarantees compliance.

What remains with the board?

The governing documents, applicable requirements and management agreement determine authority. Set out the division of work in writing rather than assuming full-service means unlimited decision-making.

1. The manager records a request and identifies what information is missing.
2. The authorized board representative reviews the proposal under the agreed approval process.
3. The manager coordinates the approved work and reports progress.
4. The board receives invoices, completion notes and any decision still required.

For Massachusetts condominium questions, consult association counsel and the official Chapter 183A, Section 10 text. Reserve funding, records and authority should be reviewed for the particular association rather than inferred from a general article.

How to compare management proposals

• Scope: list the financial, maintenance and administrative tasks included.
• Pricing: ask for the monthly fee, minimum charges, additional services and pass-through costs in writing.
• Communication: agree reporting dates, contacts and urgent escalation.
• Approvals: document spending limits and emergency authority.
• Experience: request references from comparable associations and verify any claimed credentials.
• Transition: identify records, balances, vendor contracts, keys and authorized access to transfer.
• Contract terms: review renewal, termination, notice and handover responsibilities before signing.

Compare proposals on the same scope. A headline fee alone does not show whether two companies are providing the same work.

Association management versus rental management

Association management serves the board and shared-building responsibilities. Rental management serves an individual property owner and covers tasks such as leasing, rent collection and tenant communication. An owner renting out a condo may need rental management while the association separately manages common areas.

See our rental property management services if your question concerns an individual rental.

Frequently asked questions

Does hiring a manager replace the board?

No. Agree delegated tasks and approval limits in the contract and governing-document review. Trustees still need to review reports and make the decisions assigned to them.

Does every proposal include the same services?

No. Financial reporting, meeting support, maintenance and transition work can differ. Ask each company to identify inclusions, exclusions and additional charges.

Can an association change managers mid-contract?

Review the current agreement’s termination and notice provisions with counsel before committing to a handover. There is no single notice period that applies to every contract.

How much does management cost?

Request a quote based on the building, unit count, service scope and reporting needs. Confirm monthly minimums and separately billed work rather than relying on a general per-unit estimate.

Discuss your association’s needs

Explore our condo and HOA association management services or request a scoped management proposal.