OnSite Management

Philosophy

It is our company philosophy to establish higher benchmarks for quality management services for our customers. This is not your typical property management company. Most companies attempt to perform the mere basics in property management, which generates a mentality of reacting to events, rather than putting the time and effort into planning ahead. While unplanned events do occur on occasion, OnSite Management Services, LLC takes a more proactive approach in order to keep unscheduled problems to a minimum.

Commitment to Excellence

When we contract with HOA’s, we commit to perform management duties well above and beyond what the Board of Directors and homeowners have become accustomed to experiencing with other management companies. We do not settle for what is the norm in the industry, but rather to perform in a more professional, timely, detailed, and courteous manner. We are always searching for ways to improve our response time and service parameters. For us, merely performing the accounting, collection, and maintenance functions for an association is not providing enough quality service. We constantly search for ways to have the association work in a more fluid, cost effective manner. Contracts are frequently reviewed and rebid to assure quality work at the best prices.

On Site Approach

As the name of our company implies, we understand and appreciate the value in providing frequent visual inspections of the HOA premises. We believe that performing consistent on site visits helps to keep us more in touch with the detailed needs of the homeowners within the association. Visual inspections of the property can also eliminate delays in solving maintenance issues and ensures that contract work is performed satisfactorily. Maintenance items like repairs, lawn care, and painting are inspected by one of our team members, rather than waiting for problem feedback from the association.

Cost Containment

While costs tend to go up over time, we have seen many associations get caught with dramatically increasing HOA dues, caused by the short sightedness and inattention to detail of many management companies. OnSite Management Services is committed to keeping association cashflow positive and to review contracts with service providers with a keen eye toward quality service at the best pricing, to keep cost increases to a minimum. We do not participate in receiving funds from any contractor or service provider. The annual budget of an association is reviewed in detail when OnSite Management Services is awarded the contract for property management and a detailed annual review is accomplished every year thereafter, specifically to cut costs and increase cashflow wherever possible. Existing contracts are reviewed at the onset of our relationship with an association and are continually scrutinized with regard to their cost-service relationship.

HOA Events

We encourage associations to create an improved sense of community by helping the Board of Directors plan specialized events for the homeowners. These events, or "socials", have the effect of bringing the homeowners closer together. The homeowners get to know their neighbors better by attending enjoyable HOA events put on by the association. We feel that this also increases the homeowners’ perceived value of their community. The homeowners feel more secure and more in touch with their neighbors and what is happening within the association. Our goal is to make living in the association an additional positive feeling and another valuable asset. Focus While most management companies tend to stay away from contracts with Homeowner Associations, these are the focus of OnSite Management Services and form our primary business relationships. We rely on direction from the board of directors and provide our expertise in negotiating contracts, managing the details of the financial aspects of the association, and provide quick response to maintenance needs of the homeowner. With our on site presence, and our commitment to creating a stronger sense of community, we believe that OnSite Management Services, LLC is taking a major role in raising the level of service that associations should expect from their management company.

We differentiate ourselves from other management companies by:

• Innovation Custom Intranet Application Currently offered by OnSite Property Management is a cost saving intranet service accessible through a web browser, which allows Owners/Tenants to access condo documents, financials and other documentation. Residents can submit maintenance requests, maintain an events calendar, and find contact information for their property manager and neighbors.
• Continuing Communication Always keep the owner informed
• Individual attention given to each property
• Prepare and deliver correspondence, including delinquency follow-up
• Prompt, courteous service; phone calls returned quickly
• On Site Maintenance Conduct monthly property/landscape inspections
• Encourage and establish cost-effective preventative maintenance programs in order to anticipate and handle major problems before they occur
• Supervise all contractors and review existing contracts
• Schedule maintenance work orders and follow-up on existing work orders
• Establish and maintain excellent business relationships
• Negotiate and coordinate all service contracts for approval by Board of Directors
• Coordinate emergency and routine repairs
• Assist the Board in maintaining the architectural standards policies of the HOA Covenant/Declarations/Rules and Regulations revision and enforcement
• Maintain Preferred List of Vendors as approved by OnSite (available upon request)
• Coordinate with landscape companies to establish an effective water conservation plan that meets City regulations
• Financial Reporting Review and prepare HOA Annual Budget Maintain monthly HOA accounting
• Receive and record all dues/rent, late fees, assessment payments, and other income for the HOA
• Approve and monitor all expenditures for the HOA
• Create and maintain a file of all paid invoices and receipts
• Provide monthly financial statements to the Board of Directors and Homeowners (if requested)
• Manage bank accounts – bill and check writing, booking deposits, reconciliation reports
• Arrange tax return preparation
• Administrative Services Act as custodian for HOA’s records and files
• Maintain accurate owner list Prepare monthly/annual meeting agenda
• Meet monthly with Board of Directors, or as preferred Organize, prepare, attend, and conduct the annual homeowner’s meeting
• Prepare and distribute meeting minutes to the Board of Directors
• Provide assistance to the Board of Directors in the placement of the necessary insurance coverage and policies required by the HOA