Vertex offers customizable solutions to fit the needs of your community. Take a look below to see some of the services our property management division offers:

Customer Service

  • Field calls and inquires from Association members
  • Communicate with residents to understand their issues and find appropriate solutions
  • Issue work orders and monitor contractor performance to ensure that work has been completed in a timely manner and to the satisfaction of the Association
  • Timely response to resident concerns and questions
  • Dispatching appropriate service vendors, when required
  • Follow up call to residents with status updates
  • Regular property inspections to ensure compliance with documents and from vendors
  • Issue letters to resolve infractions of covenants
  • Periodic reports to Board as requested
  • Resident relations, including service request management and complaint service management
  • Provide support of a community web site as requested

Administrative Services

  • Organize annual and special meetings on behalf of the Association and the Board, including the preparation of notices, agendas and other necessary documents
  • Working with association professionals as needed (legal counsel, CPA, Consulting Engineer – Insurance Agent)
  • Association correspondence
  • Maintaining government required documentation
  • Review of reserves and reserve studies
  • Insurance management, including policy review, negotiation and procurement, premium payment and claims management
  • Enter into contracts for essential services to the property, such as snow removal, landscaping, etc
  • Maintain a comprehensive system of records, books and accounts
  • Creating New Resident Records
  • Collection Letters
  • Initiation of the Lien Process
  • Contract Administration
  • Resident Database Services
  • Keep all records of the affairs of the association, including the Declaration, Articles of Incorporation, Bylaws, Resolutions, Rules and Regulations, policies, minutes of meetings, copies of contracts, etc

Accounting Services

  • Maintain Association financial records
  • Maintain checking, savings and other banking accounts in the name of the Association
  • Collection of fees
  • Billing of maintenance fees
  • Statements to residents & past due collection letters
  • Receipt of invoices from vendors
  • Bank reconciliation
  • Preparation of materials necessary for annual audit
  • Daily bank deposits into a separate operating account for each property
  • Pay all bills related to the operation of theassociation in a timely manner
  • Furnish comprehensive monthly financial reports to the Board
  • Assists Board in the preparation of Annual Operating Budget and Reserve Expense Budgets
  • Insure proper billing of residents and builder/developer lot assessments as it applies
  • Online assessment payment through ACH/Credit Card
  • Reduce delinquencies through a disciplined process using each community’s collection policy
  • Coordination with attorney to facilitate legal collections of delinquent accounts, liens recording, and court appearances, when necessary

Vendor Relations

  • Preparation of bid specifications to be sent to multiple vendors when various services are needed (Insurance, Maintenance, Professional services, etc)
  • Analysis of proposals for Board review (prices versus services provided)
  • Review of all contracts before presentation to the Board
  • Ongoing continuous review of contractor’s performance
  • Ensure that all contractor’s maintain a valid certificate of insurance on file with our office
  • Addressing any Resident/Board, concerns with vendors
  • Contractor liaison, including bid process and analysis, service negotiation, project monitoring, and inspection
  • On behalf of the Association, negotiate contracts for pool maintenance, landscaping, trash removal and other services as necessary

Management Services

  • Highly qualified managers who are knowledgeable and trained in Community Association operations and law through continuing education programs
  • Working relationships with product and service vendors who provide the best quality for the most reasonable and competitive prices
  • Comprehensive bid and vendor contract packages designed to ensure the best value for the Association
  • Attendance at regularly scheduled board and annual meetings
  • Coordinate Association Annual Meetings
  • Conduct property walk throughs and inspections
  • Initiate letters and formal complaint administration
  • Provide guidance to the Board in the development of community policies and procedures
  • Administration of covenant and rules enforcement
  • Guide and assist members of the Board of the Association in the performance of their obligations

We also offer Landscaping, Irrigation, Snow Removal, Pool Management & Maintenance, as well as other General Maintenance services through our partner company Tru Element. Take a look and see what Tru Element can do for you and your property.

 These are just a few of the services we provide; contact us today and we can discuss customized solutions to meet the needs of your community.

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