Management – Task Specific
Stage I
Stage II
Stage III
1. Obtain Legal & Operational Documents: Including CCR’s, Bylaws, Articles of Incorporation, Rules and Regs, Cost Sharing Agreements, Use Agreements, Etc. 2. Transition Team Document Review: We have an established transition team that will be reviewing each of the legal and operational documents for the association and ensuring a smooth onboarding process.
1. Accounting Setup Services: Establish each homeowner account within our accounting software including any delinquent or prepaid information. Set up collection timelines to adhere to established collection policy. Upload 2022 budget and establish assessment rates and unit types. 2. Homeowner Welcome Letters: Send welcome letter to each homeowner introducing ourselves as the new management company, providing contact information for onsite staff, customer care, after hours emergencies, etc.
1. Community Staff Hiring & On-Boarding: Create job descriptions, onboard existing staff per the onboarding plan, create candidate search criteria, implement staff training schedules and orientation. 2. IT Confirmation: Run stress test and confirm completion and implementation of management/HOA equipment and networks. 3. April Statements: April statements will be the first statements the homeowners will receive from Seabreeze, mailed in mid-March. 4. Escrow Coordination: Confirm points of contact have been established and all community guidelines, cost associated with key fobs, architectural process and subsidy information is current. 5. Utility Turnovers: Obtain current gas, electricity, water, refuse and phone bills and initiate change in managing agent contact information.
3. Obtain Homeowner Information: Begin the process of obtaining homeowner information including names and all available contact information.
3. Vendor Communication & Setup: Obtain current vendor list and establish
4. Seabreeze Corporate Setup: Along with the Homeowner information and governing documents, we create the community database as early in the process as possible to ensure all details are accounted for and homeowner communications continue without pause. 5. Landscape & Amenity Site Walk: Obtain a full understanding and working knowledge of the community. Understand common area, maintenance schedules and any major project status.
communication. Each vendor will get a new vendor packet to that will allow us to set them up in our system.
4. Escrow Department Setup: Prepare Escrow department for upcoming sales/closings.
5. Accounting Confirmation: Track down all final information and tie up all loose ends. Setup Bank accounts and secure bank signature cards.
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