Services
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
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.