What are HOA Manager Responsibilities?

The responsibilities of a community manager will depend on the management contract. Some HOAs hire full-service managers, while others only need help with finances or maintenance. In general, HOA manager duties cover the following: financial management, dues collection, vendor management, maintenance coordination, rule enforcement, homeowner communication, dispute resolution, legal compliance, reserve management, and administrative duties.

What do HOA managers not do?

While HOA managers handle many tasks, they do not have unlimited power. There are some things that a community manager does not do. These include the following: signing certain checks, waiving rules, hands-on maintenance and repairs, managing individual homes or units, and acting beyond scope.

HOA Manager Duties and Responsibilities to the Community

An HOA manager plays a key role in keeping a homeowners association organized, financially stable, and running smoothly. They handle everything from vendor contracts to rule enforcement. Without an experienced HOA manager, board members would struggle to keep up with the daily responsibilities of managing a community.

What is an HOA Manager?

An HOA manager is a professional hired to oversee the daily operations of a homeowners association. They assist the board by handling financial management, maintenance coordination, and homeowner communication. Their role is to support the board.

An HOA can hire a manager independently or by contracting an HOA management company. Management companies usually assign their client communities a manager and administrative staff to assist them.

HOA Manager vs. HOA Community Manager

Some people use the terms HOA manager and HOA community manager interchangeably. There is no difference. Both terms describe the professional responsible for helping the board enforce rules, manage vendors, and oversee the HOA’s financial health.

HOA Manager vs. Property Manager

An HOA manager works for a homeowners association and focuses on the entire community. On the other hand, a property manager manages rental properties and works for landlords or individual property owners.

An HOA manager enforces rules, maintains common areas, and collects dues for the HOA. Meanwhile, a property manager handles individual rental units, collects rent, screens tenants, and ensures lease agreements are followed.

What are the HOA Manager’s Responsibilities?

The responsibilities of a community manager will depend on the management contract. Some HOAs hire full-service managers, while others only need help with finances or maintenance. In general, HOA manager duties cover the following:

1. Financial Management

A manager oversees financial operations, ensuring the community stays on budget. Their financial duties often include preparing financial statements, tracking income and expenses, and helping with budget planning. The manager can also help with tax preparation and filing.

2. Dues Collection

One of the most important tasks of an HOA manager is collecting dues and assessments. The HOA can’t afford maintenance, landscaping, or repairs if homeowners don’t pay.

The manager sends invoices and reminders for dues, tracks payments, and follows up on overdue accounts. Additionally, the manager works with collection agencies or attorneys when necessary.

3. Vendor Management

Homeowners associations work with multiple vendors, from landscapers to security companies. The HOA manager is responsible for finding, hiring, and negotiating vendor contracts. The manager also ensures vendors meet expectations and complete work on time. Beyond that, the manager handles issues with vendor performance or contract violations.

4. Maintenance Coordination

The manager schedules and oversees maintenance, ensuring common areas stay in good condition. This includes conducting routine maintenance and handling emergency repairs. The manager also helps plan for long-term maintenance.

5. Rule Enforcement

Every HOA has its own set of rules, and it’s the manager’s job to enforce them fairly. This includes sending violation notices when homeowners break community rules and following up on residents’ complaints about violations. In addition, the manager works with the HOA board to enforce the rules fairly and consistently.

6. Homeowner Communication

Clear communication is essential in preventing misunderstandings and keeping homeowners in the loop. The manager sends newsletters and updates, responds to homeowner concerns, and coordinates events. With a manager, board members can say goodbye to constant phone calls and emails from residents.

7. Dispute Resolution

Disputes happen in every HOA. Whether it’s neighbor complaints, rule violations, or board disagreements, the HOA manager can step in to help resolve conflicts. The manager does this by acting as a neutral party to mediate conflicts. The manager also ensures due process is followed, following state laws and the governing documents.

8. Legal Compliance

Homeowners associations must follow state laws and their governing documents. The manager helps ensure the HOA remains compliant by keeping up with changes in HOA-related laws, including the Texas Property Code. The manager can also assist with filing necessary paperwork and reports.

9. Reserve Management

Reserve funds play an important role in safeguarding an HOA’s financial interests. With an HOA manager, the board can plan reserve fund contributions and work with experts to conduct reserve studies. The manager can also help ensure that the HOA allocates its reserves properly.

10. Administrative Duties

Although some managers have a team of administrative assistants, others handle this aspect of HOA management as well. Administrative tasks include organizing board meetings, preparing meeting agendas, preparing annual reports, and keeping records current.

What HOA Managers Don’t Do

While HOA managers handle many tasks, they do not have unlimited power. There are some things that a community manager does not do. These include the following:

Signing Certain Checks. Most HOAs require board members — not managers — to sign checks over a certain amount. The manager prepares payments, but board members approve and sign them.
Waiving Rules. Managers enforce rules but cannot change or ignore them. If a homeowner wants a rule waived, they must request approval from the board.
Hands-On Maintenance and Repairs. The manager coordinates repairs, but they don’t fix things themselves. That’s the job of vendors and maintenance crews.
Managing Individual Homes or Units. Managers oversee common areas, not private homes.
Acting Beyond Scope. Managers support the board, but they don’t have voting rights. They can offer advice and help implement decisions, but the board makes the final call.

How to Find a Texas HOA Manager

Associations in Texas should look for managers who understand state laws and offer essential services. Here are some tips for finding a community manager in Texas.

Check the credentials of the manager. Look for certifications from the Community Associations Institute.
Search for a manager with experience working with similar HOAs (both in size and type).
Ask about their technological tools, especially accounting, reporting, and communication.
Read client reviews and ask for references.
Conduct interviews to get to know the manager on a more personal level.

Professional Assistance

An HOA manager helps board members run their communities smoothly. Although an HOA can opt for self-management, having a professional on the board’s side is always the better option.

Graham Management offers exceptional HOA management services to Houston communities. Call us today at (713) 334-8000, request a proposal, or contact us online to learn more!

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