Top Interview Questions To Ask HOA Property Management Firms
If you are planning to hire or searching for an HOA property manager, you’ll need to ask the right questions to make a good selection. With 25+ years of industry experience including hiring property managers for both on-site and off-site work, we’ve developed a list of 10 questions that will simplify the selection process and narrow down the best HOA, condo or property manager for the job.
What are your core values as a property manager?
This is the single most important question, which is why it’s first. Strong answers include diligence, responsible management practices, task completion, and professionalism. Bonus points for promptness and good communication. If your potential manager has values that do not align with your Board or Association, you should consider other candidates.
What type of properties do you typically manage?
Knowing what types of property a manager is accustomed to servicing will help you determine their skill set and expertise. If the manager is well versed with condo management but not commercial, you’ll have a good guess of the scope of their work and how it relates to your property. Find a manager who has some experience in your industry, or at least credibility to expand.
How many properties do you manage and how long have you had this book of business?
If a potential property manager has only one or two properties, or worse has only provided management services for short stints at a time, this is an indication that they are not an ideal candidate who can properly provide condo or HOA managerial services. Unless they are brand new to the scene, they should have a healthy number of properties they provide service to, and long-standing relationships with those properties.
What is your pricing structure?
Although sometimes an uncomfortable question, asking about finances helps ensure you are aligned with a potential property management company right away. Find out how they charge and for what services. Ask what specifically is included in each service, and how and when you are billed. This way, there are no surprises.
Who handles communication?
This question is telling about the skills of a property manager or management agency near you. If they put the overwhelming burden of communication on the Board or Association, they are likely offering a very limited management service program. Try to find a manager or firm who takes on the brunt of communication. This shows they know what they are doing, and moreover that they take initiative to complete all your needs.
How will physical property issues be addressed?
If street lights go out, or pool furniture needs to be put away, who takes care of it? If the walls or signage need pressure washing, how does that get addressed and completed? Ask if they have an in house maintenance crew or outsource services, and who is responsible for coordinating.
Who do we contact in the event of an emergency?
Some management firms do not handle HOA emergency management tasks and some do. Ask about their policy and ensure it works with your property and Board.
How are administrative duties addressed?
Believe it or not, administrative tasks and duties make up a huge portion of condominium management. Find out how and when your community association manager sends notices or collects fees. Ask about policies and procedures for documents and forms for residents. Ensure the logistics are organized before you sign up with any HOA management companies.
Who is responsible for the financial management of our property?
In some instances, condos or HOA Boards prefer to manage their own finances, and in other cases, they ask an HOA management firm to take care of that. Find out how the property manager typically addresses financial management and discuss options.
What are your ‘business hours?’
As a property management firm, you’re never really off the clock. The nature of the job requires occasional nights and weekends, and sometimes emergency response. Find out when and how the condo association firm is reachable or accessible.
Which questions are most important for you to determine a strong property manager?
Regardless of how many or in which order you ask the above questions, the important thing is to do your research.
With these questions in mind, you can identify what is important for your HOA or condominium and then find a property management company who can perform the job.
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Office: 1599 NW 9th Ave Boca Raton, Fl 33486