• Provide responsive customer service and return all communications within 24 hrs. - most often the same day
  • Provide 24 hour emergency service 7 days a week
  • Attend Board of Directors and annual membership meetings
  • Assist in enforcement of the Association's governing documents
  • Negotiate maintenance and service contracts on behalf of the Association and prepare RFP's
  • Handle all collection of mail, notices, and correspondence on behalf of the Association
  • Maintain accounting and homeowner data bases
  • Prepare and distribute meeting notices, agendas, annual disclosure mailings, ballots, and notifications as needed
  • Prepare complete board packages with agenda and appropriate information for successful board meetings
  • Act as liason with the Association's accountant, attorney, insurance agent, and other professional advisors
  • Issue violation notices in accordance with the Associations enforcement procedures and verbally communicate such issues with homeowners for faster resolution
  • Mail statements and collect assessments according to Associations collection policy and procedures
  • Advise the Board on policy considerations
  • Assist all homeowners regarding questions and issues about their communities
  • Respond quickly to all association document requests and disclosure information to ensure timely closings
  • Assist with the preparation and distribution of letters, bulletins, and newsletters
  • Acquire, recommend, and negotiate well priced and structured isurance policies as required by the associations governing documents
  • Maintain and provide access to all associations records


  • Prepare, review, analyze, and distribute monthly financial reports
  • Prepare and distribute the annual fiscal budget for the Association to all of its members
  • Assist CPA with annual audits, reviews, compilations and filing of taxes
  • Mail statements for the purpose of collecting members' assessments
  • Collect and deposit assessments and take follow up action on all delinquent accounts
  • Perform Collection efforts including pre lien, lien, small claims actions, and payment plans all in house
  • Payment options include direct debit, online credit card payments, and lockbox services
  • Process and pay all expenses incurred by the Association as provided in the budget or approved by the board
  • Maintain the Association's operating and reserve funds in separate accounts in the name of the Association
  • Inform the board on investing surplus and reserve funds and properly staggering of cd accounts


  • Complete and maintain written work orders for accurate histories of maintenance and repairs
  • Develop RFP's, specs, and scope of work to accurately bid out maintenance and repair work
  • Provide regular inspections of the common areas and provide for maintenance according to the Associations standards
  • Create and administer a preventative maintenance program and anticipate future reserve expenses based on current reserve study
  • Assist the board in securing qualified contractors based on multiple bids for reserve item maintenance repair needs
  • Schedule, coordinate, and supervise work from start to finish after the contractor has been selected by the board
  • Inspect completed jobs for final approval, and secure board approval before any final payout of funds
  • Work with Association's attorney when preparing job contracts for major work
  • Solicit bids for routine maintenance, capital repairs, and unforseen repairs
  • Develop, supervise, and follow up from start to finish on all vendor work order requests, new, unfinished, and finished jobs


  • Instill a sense of community pride and involvement by creating a good neighbor of the month program
  • Create strong neighborhood bonds with on going community events such as ice cream socials, movie night in the park, game nights, and weekend barbecues
  • Coordinate leadership conferences for new Board members and committe volunteers to continue continuity of established programs and goals of the association
  • Create, design, and administer a user friendly website for the benefit of all associations big and small
  • Manage the community in a way that our company would be proud to live, work, and call home


  • Report all problems areas in need of repair to the Board of Directors on a regular basis
  • Complete on site inspections regulary to address community maintenance needs and potential safety issues
  • Schedule regular walk thru inspections with all maintenance vendors to make sure the job is getting done right
  • Inspect completed jobs for final approval and report to the board before final payout on contracted services
  • Oversee job progression from beginning to end on all contracted projects regardless of job size
  • Continually review for contractual compliance on all community worked performed


  • Provide training for new and current Board members to outline duties, obligations and responsibilities
  • Offer compliance training updates on new laws and regulations pertaining to community associations
  • Regulary attend community association educational seminars to keep up with the latest laws and report findings back to the Board of Directors
  • Review all community governing documents and suggest changes or updates to continually meet the demands of the community


  • Examine all contracts and financial information within the first 30 days and report any concerns to the Board
  • Provide a thorough on site property inspection of potential maintenance issues or safety concerns and report all findings to the board
  • Put into place an action plan and solution for any unresolved issues or concerns the board may have
  • Create a list of transaction items when association is moving from another management company and provide progress updates to the board on a contual basis
  • Meet with all vendors, check for compliance on all services contracted for, including pricing, and quality of work

    Please click here to contact an Affinity Property Services, Inc. Specialist in regard to the indicated services denoted above.





    Affinity Property Services, Inc.
    2522 Chambers Rd., Ste. 100 | Tustin, CA 92780
    714.505.5400 direct | 714.752.5940 fax
    This site is provided by Affinity Property Services, Inc.