Administrative Services
  • Keep in constant touch with the Board of Directors on all matters pertaining to their community as well as what's happening in the office.

  • Assist with closing papers dealing with escrow with insurance, title companies, lenders, appraisers, real estate agents, attorneys and inspectors with requirements on re-sale forms, and prepare disclosure packets for sellers.

  • Distribution and preparation of community notices, upcoming maintenance items, minutes, and violation reminders.

  • Prepare and distribute agenda packets for upcoming board meetings.

  • Coordinate, review and retain open bids for services needed.

  • Coordination with insurance claims and other risk management for the community

  • Attend annual as well as monthly board meetings.

  • Prompt and timely responses to members' concerns and problems.

  • Mail information to members as required or when requested.

  • Covenants, Conditions and Restrictions (CC&R) enforcement

  • Maintain file management of association records-postings and updates including but not limited to, Bylaws, Declarations, Resolutions, Articles of Incorporation, Newsletters, Insurance accident reports, Fire Inspection Reports, Rules & Regulations, Insurance policies, Annual Reports, Contracts, Mailing lists, Workorder reports, Committee Reports, State, Federal Income tax returns, Corp tax returns, Audit reports, Annual Reports, Residental handbooks or manuals, Invoices, Assests, Reserve studies, banks statements, bank recons, bank deposit slips, financial statements, balance sheets, state and federal id numbers, Meeting Proxies, Election ballots, Plat maps, Legal and Litigation files, Employee applications, Employee Expense reimbursements incuding payroll.

  • Receive and investigate significant complaints regarding rule violations with follow up work with committee members and board members; send “Notices of Non-Compliance” as required.

  • Assist the Client and new owners in the procurement of insurance coverage.

  • Send Welcome packets to new owners.

  • Keep track of work orders, letters sent, architectural or landscape changes or any special correspondence in owners files for current and future owners.

  • Keep record and maintain corporate records for meeting minutes.

  • Coordinate meetings, dates, facilities to carry out each communities business.

  • Type and send notices and flyers as requested by Board members for services or violations.

  • Type contracts and letters for contractors who have been awarded bids and send contractors decline letters for declined bids.

 
 
Documents in Adobe Acrobat PDF format require the free Adobe Reader to view. If you don't have Adobe Reader already, you can Download it here

 

This site is provided by Gibson & Associates