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COMMUNITY ASSOCIATION MANAGEMENT
Community Association Management is the professional oversight and administration of residential or commercial developments, such as homeowners' associations (HOAs) or condominium associations. At Nex-Gen Real Estate our primary goal is to maintain and improve the overall quality of life within a community while upholding the community's governing documents, rules, and regulations. Key aspects of community association management include financial management, property maintenance, rule enforcement, effective communication with residents, vendor management, legal compliance, reserve planning, board support, record-keeping, and emergency response. Professional management ensures that the community operates efficiently, preserves property values, and fosters a harmonious living environment.
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HOA MANAGEMENT FEATURES
| Feature | Our Service |
|---|---|
| Licensed Manager | ✅ |
| Association Meeting | Monthly |
| Property Inspections | Monthly |
| Budget Analysis | Annual |
| Maintenance Calendar | Annual |
| Property Walkthrough | Quarterly |
| Property Journals | ✅ |
| 24 Hours Support | ✅ |
| Emergency Service | ✅ |
| Access to PRO'S | ✅ |
| Real Time Financials | ✅ |
| Collection of Assesments and Bill Pay | ✅ |
| Operations and Maintenance Support | ✅ |
FREQUEQUENTLY ASKED QUESTIONS
BACKGROUND
How many years have you been in business?
Gabriela the owner and managing broker has been in the business for 10 years and she opened Nex-Gen Real Estate & Property Management Co. in 2020. Gabriela the owner,managing and head community association manager broker has been in the business for 10 years and she opened Nex-Gen Real Estate & Property Management Co. in 2020
What is your association management philosophy or approach?
Our number one goal is to come from a proactive and educational point of view .
How do you handle maintenance and repair?
Proactively walking through common areas.
Schedule regular and predictable maintenance events in advance ie., furnace cleaning, gutter cleaning.
Assign one representative from the board to approve any repairs that need to be done as part of the association’s responsibilities.
Emergency are addressed immediately! Board members are made aware and we address it accordingly.
Safety is 1st!
TECHNOLOGY
Does your service include an online platform?
Yes, Buildium - It is a simple to use property management software that also allows you to keep track of your properties or association's accounting.
Can you explain how your community association management software works?
COMMUNICATE EFFECTIVELY WITH HOMEOWNERS, NON-OWNER RESIDENTS, AND BOARD MEMBERS
Automate and track communication with homeowners, non-owner residents, and board members anytime via email, mail, and text. Organize and share unlimited documents, such as by-laws, community financials, and meeting minutes from any device.
FOSTER STRONG COMMUNITY RELATIONSHIPS BETWEEN RESIDENTS
Give your residents easy access to a free, customizable professional portal to pay online, submit maintenance tickets, and communicate with your staff. Help build relationships by offering a resident directory and community discussion board.
LET BOARD MEMBERS HAVEACCESS TO CRITICALASSOCIATION INFORMATION
Manage permissions to financial reports with ease. Access your community association information on demand including by-laws, policies, and meeting minutes. View and track income and expenses, payments, and more.
ELIMINATE HEADACHES WITH AUTOMATED FINANCIAL MANAGEMENT
Give your residents easy access to a free, customizable professional portal to pay online, submit maintenance tickets, and communicate with your staff. Help build relationships by offering a resident directory and community discussion board.
LOG & TRACK VIOLATIONS
Log and track all of your associations’ violations easily and on-the-go via the mobile app. It includes the ability to add custom violation categories and manage permissions for violations for each user role.
RESPONSE TIME
How quickly do you respond to non-emergency inquiries?
We value your requests and commit to responding within 1 business day, backed by our reliable task system
How do you handle emergencies and after hours issues within the community?
All homeowners will be provided with a 24/7 direct cell phone line to the property manager or a designated emergency contact. This allows homeowners to reach out in urgent situations such as water leaks, electrical problems, or security issues outside of regular office hours. The property manager or their team should be prepared to respond promptly to these calls and take appropriate action, such as dispatching maintenance personnel or coordinating with emergency services if needed.
COMMUNICATION
How do you keep the HOA Board and Homeowners informed?
For everyone’s convenience we communicate via:
Announcements on Online Portal
Emails
Mail
SMS
What is your response time for emails and calls from Boardmembers or Homeowners?
Our goal is to attend as early as possible. We aim to answer all missed calls, voice messages and email before the business day’s end.
How can homeowners file complaints or suggestions?
Homeowners can submit complaints or suggestions through official channels, such as an online form, email, or written letter to the HOA board or property manager.
FINANCIAL MANAGEMENT
How do you handle the HOA'S financial matters, including budgeting and accounting?
Accounting is logged in our online software real time basis.
Any bills due are to be approved by a designated board member - typically treasurer.
All board members have access to the financials 24/7 via their online login.
Monthly bank reconciliation
Budgeting is finalized at the end of 3rd quarter based on expenses of the current year.
Can you explain your fee structure and any additional costs?
MONTHLY PER DOOR BASE INCLUDES:
Accounting
Technology
Maintenance Supervision
Repair Supervision
Vendor Coordination
Insurance Certificate
Processing Fee
Special Assessment
Coordination
Emergency Response
Tax Preparation
4 Board Meeting Coordination
Late Payments
Compliance Enforcement
Training and Education
Present at Board Meetings 4 times a year
ADDITIONAL SERVICES NOT COVERED BY BASE MONTHLY FEE:
Special Projects
Legal Services Audits
Additional Meeting Services
Architectural Review
Document Preparation
Collection
Insurance Coordination
Reserve Study Planning
Onboarding Fee
Resale Certificate or Transfer Fee
How is financial management handled?
We have a dedicated accounting team that logs income and expenses on a daily basis prepares and generates reports on realtime basis. Additionally Board member of the associations will have access to accounting reports 24/7
How are HOA fees calculated?
Depending on the by-laws HOA fees are usually made up by the percentage of ownership of a homeowner plus the recurring expenses on the budget such us electricity, water and insurance for the common areas
VENDOR AND CONTRACTOR RELATIONSHIPS
How do you select and manage vendors and contractors for maintenance and repairs?
We house an independent contractor that has over 33 years of experience. Before requesting any quotes for work bids from vendors, our team thoroughly reviews vendor information, including references and reviews, to ensure quality and reliability.
INSURANCE AND RISK MANAGEMENT
How do you ensure the HOA is adequately insured?
We ensure the HOA is adequately insured by reviewing governing documents, assessing insurance needs, and conducting risk assessments. We consult insurance brokers, compare quotes, evaluate policy limits, and seek legal advice when needed. Policies are updated periodically, and we prioritize communication with members, risk management, and emergency preparedness. Additionally, we maintain up-to-date Certificates of Insurance for all homeowners.
COMMUNITY INVOLVEMENT
How do you engage with the community and encourage homeowner participation?
We engage with the community by establishing clear and responsive communication channels, providing regular updates through multiple platforms, and ensuring transparency in all interactions. Regular meetings, consistent outreach, and the use of technology help foster homeowner participation and keep everyone informed and involved.
CONFLICT RESOLUTION
How do you handle conflicts or disputes among homeowners?
We handle conflicts among homeowners by reviewing governing documents, maintaining neutrality, gathering all relevant information, and documenting every step of the process. When needed, we involve the board to ensure fair and effective resolution.
COMMUNITY MANAGERS
How frequently does the manager visit the site?
The manager visits the site at least once a month. For ongoing projects, visits are made as needed to ensure proper oversight and address any property-specific requirements.
How often do you conduct property inspections?
We perform seasonal inspections and develop a customized maintenance plan tailored to the property's specific needs, ensuring proactive care and timely repairs.
Are you available to attend board meetings?
Yes, either the manager or the assistant is available to attend board meetings at least four times a year, ensuring effective communication and involvement in key decisions.
Do you assist with preparing the annual budget?
Absolutely. We collaborate closely with vendors to anticipate cost increases and assess the property’s needs, allowing us to create a well-planned and accurate budget.
Do you oversee approved maintenance projects?
Yes, we have a full-time maintenance professional dedicated to overseeing the overall condition and continuous improvement of the property, ensuring that approved projects are managed efficiently.
Can task requests be reported to the board?
Yes, task requests are easily reported to the board, ensuring transparency and accountability in the management process.
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