About Us

Property Management
  •  Supervise all activities and duties listed beforehand.​​
  • Correspond with Board members on a daily basis via phone, fax, e-mail, mail or in person.
  • Act as a liaison between the Board and all other parties.
  • Attend Board and Membership meetings at the request of the Board.
  • Maintains property by investigating and resolving resident complaints; enforcing rules of occupancy; inspecting general maintenance and landscaping.
  • Perform site inspection daily and at the request of the Board, and report on any findings.
  • Supervise all contracts, including regular service providers, general contractors, utility companies and insurance policies.
  • Negotiate contracts upon request and approval of the Board. (Manger will not hire or terminate service providers without Board approval)
  • Inform and copy the Board on important correspondence from owners and service providers.
  • Advise the Board of new developments in the industry and law compliance issues.
  • Prepare sample agenda for monthly meetings.
  • Record and transcribe meeting minutes.
  • Coordinate with attorney on legal issues.
  • Coordinate with insurance claims office if a claim is filed.
  • Maintains a professional relationship with the Board, Unit Owners and vendors.
  • Handles Association applications by collecting all necessary documents, screening and presenting to the Board in a timely manner.
  • Updates Association Communication -- Updates association info boards, prepare association newsletter and/or other communication (letters) with owners and residents.
  • Manager prepares and submits to the Board a proposed annual budget, approximately 120 days before the fiscal year end.
  • Upon approval of the Board, manager revises and mails the approved budget to all owners, with necessary disclosures and rules package as required by Florida Civil Code.
  • Coordinate annual tax preparation and financial review with the Association’s CPA.
  • Process vendor 1099 forms and submit them to the IRS.
  • Coordinate with reserve specialist, and assist with the annual reserve study.
  • Manager and/or assistant manager is available via voicemail pager 24 hours a day, 7 days a week for maintenance emergencies.
Administrative
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  • All incoming and outgoing correspondence from owners and service providers is managed.
  • At the request of the Board, notices and special mailings will be prepared and mailed to owners.
  • Hard copies of all files are maintained and stored.
  • All maintenance requests are processed and monitored through a work order system.
  • Routine requests are forwarded to the appropriate vendor for handling.
  • Non-routine and special requests are forwarded to the Board before proceeding.
  • At the request of the Board, obtain up to 3 bids on any project over $1,000.00.
  • Monthly “Work Order History Report” is mailed to all Board members upon request.
 

Accounting Services

   
Accounts Receivable and Collections

  • Accept and process all payments from owners, either via check, money order or electronic debit (ACH). Revenue is deposited into Association’s operating account on a daily basis.
  • Track revenue on a daily basis, follow-up on delinquent owners, assess late fees to delinquent owners.
  • Advise the Board of Directors when it is appropriate to place a lien against delinquent owners, and upon Board approval, will process a lien in accordance with Florida Civil Code.
  • Advise the Board when it is appropriate to place a foreclosure against delinquent owners, and upon Board approval, will process a foreclosure in accordance with Florida Civil Code.

Accounts Payable

  • Accept, review and process all invoices.
  • Setup and maintain electronic payments with utility companies.
  • Checks are processed weekly, and sent to the Board with a copy of each invoice and a check register which details all checks processed during the week. Pre-posted envelopes are included for mailing checks to vendors.
  • Correspond with vendors regarding invoices.
  • New vendors are checked for licensing and insurance requirements.
  • Current vendors are periodically checked for licensing and insurance requirements.

Bank Account(s)

  • All accounts and funds are managed (operating, reserve, investment).
  • Association’s accounts are reconciled on a monthly basis (or in accordance with receipt of bank statements).
    

Financial Reporting

  • Provide monthly financial report to all Board members who request a copy. Report covers all accounts and includes Balance Sheet, Income Statement, Accounts Receivable Outstanding List and Check Register, as well as additional supplementary material.
  • Provide monthly delinquency report to all Board members who request a copy.
    

Services

We are SmartChoice, and we are ready to meet your community management needs. Because associations have unique needs, we offer a range of packages to accommodate all shapes and sizes of property management situations. We custom design your solution with the following options: