Portfolio Services
Assessment and Onboarding
- Conduct a comprehensive analysis of the HOA,
including governing documents, records, operational
inefficiencies, financials, and any current conflicts or
liabilities, to provide strategic recommendations and
resolutions.
- Provide training and workshops on fiduciary
responsibilities, governance, best practices, financial
accounting, maintenance, insurance and the fundamentals of
how HOAs operate.
- Establish HOA standard operating procedures,
organize financials, and systematize official records and
files.
- Review Requests for Proposals (RFPs), explain
contract terms, and provide informed recommendations.
- Collect, organize, and transfer HOA records
to facilitate a smooth transition.
Financial Management & Accounting
- Provide financial guidance to support
informed decision making and long-term reserve planning.
- Develop annual operating and reserve budgets
ranging from under $1M to multi-million dollars, ensuring
sound fiduciary oversight, expense control, and cash-flow
forecasting for common-area operations and capital projects.
- Configure financial software: create chart of
accounts, assign GL codes/mapping, set up clients and
vendors, program amortizations and recurring journal
entries, link bank accounts, enable Bill Pay, EFT, ACH
receivables, and credit card transactions; design-customize
report formats, invoices and payment notices.
- Prepare and present the monthly, quarterly,
and executive financial reports, including balance sheets,
income statements, subsidiary reports, and detailed
analyses.
- Perform full- cycle bookkeeping, processing
accounts receivable and payable: client billing, vendor
invoices, expense receipts, W-9, 1099s, capital reserve
disbursement, monthly transfers and account reconciliations.
- Ensure GAAP compliance and adherence to HOA,
federal, state, and local regulations, including 1120-H
filings.
- Collaborate with attorneys on defaults, lien
filings, and foreclosure proceedings.
Governance & Community Relations
Advise on property compliance with federal,
state, and local laws, HOA governing documents, leases,
reserve study, and contracts.
Serve as liaison between boards, developers,
property management companies, financial partners, insurance
providers, real estate professionals, and legal counsel.
Provide realtor and escrow documents, including
condo-questionnaires, loan re-certification, HOA records,
reinvestments fee and pay off information.
Facilitate an accurate reserve study, by
providing required information and records to reserve analyst,
coordinating revisions and meetings; and delivering the
finalized report for board approval.
Review CC&Rs, bylaws, plat maps, easements,
supplements, and resolution to provide recommended provisions,
amendments and or consolidation restatement.
Administer insurance policies, risk
assessments, mitigation strategies, and manage claims.
Develop a chart outlining HOA versus Owner
Maintenance Responsibility per governing documents.
Draft rules & regulations and attorney
reviewed resolutions.
Create templates, including violation and
delinquency letters, welcome packets, animal registration
forms, proxies and ballots.
Organize and facilitate events, board and town
hall meetings, executive sessions, and meetings with bankers,
lenders and legal counsel.
Prepare calendars, agendas, board packets,
proxies, ballots, community notices, annual SB-167 and COI
disclosures, and violation and delinquency letters.
Completion of all required registrations,
certification and filings, including HOA registry, state-
mandated certifications, taxes, and application for HUD FHA
condominium project approval.
Maintain the HOA Owner Portal with accurate and
state compliant records.
Operations & Maintenance Projects
Provide guidance and referrals on the functions
of routine and preventative facility maintenance,
housekeeping, landscaping, snow removal, and life safety
compliance certifications.
Conduct property inspections of all areas of
operations, including guest/owner experience and aesthetics.
Monitor and track timely owner maintenance work
order completion, with follow-up to ensure resolution.
Develop a maintenance schedule chart to track
routine and preventive maintenance dates, compliance
deadlines, and CapEx.
Draft scopes of work and contracts,
incorporating maps and appendices.
Obtain and review vendor and contract bids,
including scopes of work, cost variance and detailed analysis
of terms and conditions.
Manage vendor contract adherence, licenses,
project lien waivers and insurance requirements, including the
HOA listed as additionally insured on policy.
Supervise project management of an
interior/exterior CapEx; overseeing contractors and
engineering staff to ensure quality and timely completion.
Assist the maintenance team with task
management software, scheduling, and on-call emergency
coordination.
Train maintenance engineers on reserve studies,
enabling them to compare their own and contractors' on-site
observations of component conditions and useful life to
projections; understand board-approved spending thresholds;
and apply guidelines for expensing items to reserves versus
operating budgets.
Create and maintain a comprehensive vendor and
contractor directory.
Create safety compliance, risk prevention, and
maintenance inspection procedures and manuals, including
identifying building elements and recording observations for
inspection reports (e.g., soffits, ice damming, alligator
cracking, snow-melt, wet pipe/dry pipe systems, pointing,
grubs, NFPA and CPO, etc.).
Copyright
©2026,
Gina Y. Covino, M.Ed, CMCA. All rights
reserved.
