Condominium / Homeowner Association Property Management Services

GreyStone Property Management recognizes that managing your HOA, Co-op or Condominium Association can be a daunting task. We strive to address HOA/COA/tenant complaints, cure chronic maintenance issues, and evaluate high insurance costs before they burden boards and stain communities.

All of our property managers hold the designation of CMCA (Certified Manager Community Association) and carry the designation of Ethics from NARPM. Our management plans are customized to fit your needs and our team takes the guess work out of any property challenge. We do the dirty work and deliver unparalleled results.

Browse the tabs below for an overview of each of our association management service areas. If you would like us to develop a proposal specific to your needs, please use this form to let us know what services you are specifically interested in.

Property Maintenance Services

  • Manage all aspects of the common area
  • Perform monthly inspections or as agreed upon schedule
  • Perform periodic nightly inspections
  • Coordinate all maintenance and repair visits
  • Supervise on-site personnel, if required
  • Prepare bid specifications
  • Monitor the performance of vendors and contractors
  • Enforce CC&R’s, Rules & Regulations, and Architectural Design Guidelines
  • Obtain/evaluate insurance and oversee any claim processing
  • Maintain architectural violation tracking system
  • Develop specifications for all contractual services

Finance and Accounting

  • Collect homeowner assessments and miscellaneous income
  • Process and pay vendor invoices weekly
  • Prepare monthly financial statements and reports
  • Coordinate the preparation of association reserve studies
  • Coordinate tax returns and audits
  • Prepare state corporation commission filings
  • Assess late charges and fines based on association policy
  • Coordinate the implementation of any special assessments
  • Collect delinquent homeowner assessments (notices, lien filings, judgments)
  • Establish and maintain back accounts
  • Reconciliation of bank statements on a monthly basis
  • Coordinate budget and analysis and preparation
  • Monthly statements or annual payment coupon books mailed to owners
  • Prepare annual operating budget with board input
  • Long term financial planning

Property Archives

  • Meeting minutes and resolutions
  • Meeting notices and announcements
  • Recorded lot deeds and related documents
  • Violation letters, delinquency notices and homeowner correspondence
  • Association Board of Directors correspondence
  • Committee member correspondence
  • Maintenance records
  • Master Deed, CC&R’s, Articles of Incorporation
  • By-laws, amendments, resolutions
  • Annual budgets and published annual financial statements
  • Maintain files of insurance Certificates for all engaged contractors

Community Administration

  • Prepare and distribute meeting notices
  • Maintain a record of all homeowner address/contact changes
  • Maintain association corporate records
  • Communicate with homeowners, vendors, and others, as needed
  • Coordinate requests for architectural changes
  • Keep Board abreast of current and pending HOA legislation
  • Coordinate meetings and agendas
  • Coordinate document amendment activities
  • Provide voting explanations and assistance, as needed
  • Attend Association Board of Directors meetings
  • Attend Membership Annual meetings
  • Coordinate preparation of community newsletters
  • Coordinates mailings as directed by the board
  • Transcribes and distributes minutes of all meeting
  • Prepare and mail welcome information to new owners

Resale Disclosures

  • Closing instructions
  • Homeowner account status
  • Communicate with title company and homeowners
  • Distribute HOA disclosure package to prospective buyer
  • Process checks received from close of escrow

Emergency Services

  • Staff members on call after hours and weekends for emergencies
  • We maintain 24-hour access arrangements with vendors and contractors

Capital Improvement Services

  • Bid out capital improvement projects within our expertise or through the use of qualified consultants, if recommended or needed.
  • Supervise the phases of the capital project or arrange for direct on-site supervision
  • Assist in the negotiation of the contracts
  • Maintain all documentation related to the project including diagrams, specifications, payment history, etc.
  • Coordinate loans and provide alternative financing options for larger projects