10 Signs You Should Hire a New HOA Property Management Company

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Finding the right HOA property management company can take time and more time to develop a solid working relationship. However, if you’re starting to feel like your existing arrangement isn’t working, it might be time to cut ties and move on. You shouldn’t have to settle for subpar services at high costs or work with a partner who isn’t truly on your side.

Your HOA property management company is responsible for keeping the property running smoothly, advising you of upcoming costs and expected maintenance issues, keeping the lines of communication open with the board and association residents, and ensuring all issues are addressed quickly. Even a good property manager will have small issues from time to time, but the property will usually run smoothly, and problems will be resolved quickly. If your HOA property management company is failing in any management area, it may be time to re-evaluate its services.

If you’re experiencing any of the following warning signs in working with your existing property management company, it’s time to start searching for a new partner. We promise a better property management company is out there and waiting for you!


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1: Hidden Costs

When you partner with a property management company, the fee structure should be clearly outlined. If your monthly fees begin to rise out of the blue, ask for clarification on each charge. Transparent costs and communication will contribute to the fiscal health of the HOA. However, if your property management company starts to tack on new fees, simply asking for financial transparency may not be enough to save the relationship.

While your property management company may handle bookkeeping, accounts, budgets, and collection of fees and payments, it should be completely transparent with the HOA board. The board should have access to all financial reports and accounting statements with all fees clearly detailed. Costs that are lumped together with no explanation may indicate mismanagement of funds. Expect completely transparent accounting every month.

2: Mishandling Financial Collections

The financial health of your HOA relies heavily on efficient collection and management of dues and assessments. If your current management company struggles with this task, it may result in financial instability for the HOA. Whether it’s due to poor communication, inefficient collection strategies or inaccurate bookkeeping, these financial shortcomings can directly impact the association’s ability to maintain the property and provide necessary services. A new property management company with a proven track record of successful financial management can offer a solution.

Another financial red flag is when association fees are paid but not posted promptly. This can result in erroneous late fees to homeowners or possibly litigation. Poor management of accounts receivable is a red flag and should be investigated immediately. A management company that does not respect your money does not deserve your business.

3: Inconsistent or Poor Maintenance of the Community

Property maintenance is a key responsibility of the HOA, ensuring the community is attractive and safe for residents. If the common areas deteriorate due to a lack of attention, your property management company is falling short. Whether landscaping, repairing shared amenities, or addressing issues reported by homeowners, an effective management company will schedule and manage regular maintenance. If these tasks are neglected, hiring a new management company that understands and prioritizes maintenance needs will be beneficial.

4: Lacking Legal Guidance

A good HOA property management company doesn’t just manage financials and maintenance – it also understands and adheres to local, state and federal laws associated with property ownership and management, including the Americans with Disabilities Act and the Fair Housing Act. HOAs are also regulated by their own governing documents. It’s vital that the management company knows these inside and out. If your current company cannot provide informed legal guidance or struggles with regulatory compliance, it could put the HOA at risk. A new company with a strong understanding of the HOA regulatory environment can help navigate complex legal landscapes, protect the association’s interests, and meet legal obligations.

5: Communication Issues

A property manager should respond to your emails and calls in a timely fashion and with urgency as necessary. If you’re receiving slow responses from your property manager or not receiving responses at all, you should go on high alert that something is amiss. You should also know who to contact if you have questions. If there is confusion about your main point of contact or continual turnover in this position, you should elevate your concerns. When you work with an HOA property manager, there should be an understanding that you will communicate honestly about the good and the bad; the last thing you want is to hear complaints from a contractor or vendor directly.

If your HOA management company is not promptly responding to your calls and emails, you can be sure that association owners and tenants are experiencing similar poor service. This is one of the biggest complaints about HOA managers. Expect a good property manager to submit contact reports to the board, providing a record of incoming communications and responses.

6: Diminishing Levels of Service

A good property management company regularly visits to ensure clean, well-maintained common areas and oversees active contract services. If your HOA property manager doesn’t provide these basic services, you should ask questions and demand regular updates.

A representative from your HOA management company must be present at the HOA board’s regular meetings. If there are unreasonable delays in resolving homeowner problems or other concerns, use this time to set goals and deadlines at the meeting. If projects are not completed, or owner requests and building cleanliness are ignored, you should start looking for a new partner immediately!

7: Failure to Enforce Community Rules

Enforcing community rules and regulations is integral to maintaining harmony and order within the HOA. If your current property management company fails to enforce these rules consistently or fairly, it can lead to discontent among owners and damage the community’s cohesiveness. This could be due to poor communication, a lack of enforcement procedures or a simple unwillingness to uphold rules. A new property management company that understands the importance of rule enforcement and has effective systems in place could bring much-needed order and peace to your community.

8: Poor Relationships with Owners

The property management company serves the HOA board and owners. While property owners can sometimes be unreasonable or demanding, the property manager must always be unbiased, firm and fair. Polite communication is a must. Unfortunately, this is a common complaint from homeowners. Staff from the property management company can sometimes be discourteous or disrespectful. Complaints of this nature should be taken seriously. The first time it happens, there may be a good explanation. However, you may need a new HOA property manager if you hear these complaints regularly.

9: Issues of Compliance or Violations that Remain Unaddressed

One of the benefits of hiring an HOA management company is having a professional, unbiased party to address violations and compliance with the HOA Covenants, Conditions, and Restrictions (CC&Rs). Quickly addressing violations or non-compliance issues reduces the likelihood of problems between board members and residents.

If your HOA property manager is not addressing the violations quickly, you could have angry owners and board members. Unaddressed issues can lower other owners’ satisfaction with their property and general quality of life. If your HOA manager is not addressing compliance issues or violations quickly, consider whether your management company is a good fit for your HOA.

10: Poor Vendor Management

HOA property management companies typically oversee contractors and vendors who provide services for the community’s common areas. Maintaining strong and positive relationships with skilled vendors is an invaluable service. If your property manager seems unable to effectively manage contracts, work orders, scheduling and payments—or worse—cannot locate and vet qualified vendors, it’s time to shop around for a new property manager.

Look for a Property Manager that Goes Above and Beyond

If your current property management company is falling short in any of these areas, it might be time to consider hiring a new one. The right company will ensure efficient financial management, maintain the community to a high standard, provide valuable regulatory guidance, manage contractors and vendors and enforce community rules effectively.

Finding the right partner isn’t always easy and can be time-consuming. You may also have to work through a few companies before you find the right partner. But, when you do find an HOA property management company that operates with the same values as yours, it will be the start of a great new working relationship that will help ensure a better living environment for all owners.