Example SOPs: Community Association Manager

Community Association Manager SOPs

Creating Standard Operating Procedures for your Community Association Manager work can be difficult and take time. That’s why we’ve created these example Community Association Manager SOPs so you can jumpstart your SOP creation process. We want to help you set up your Property Management systems and processes by taking these sample SOPs and building out your own SOPs template library. By having all your Property Management procedures in one place, your team will have the information they need at all times. Let’s look at some Community Association Manager SOP examples.

Community Association Manager SOP Examples

1. SOP: New Community Onboarding

Purpose: This SOP outlines the process for onboarding new communities into the property management system. It includes steps such as gathering necessary documentation, setting up financial accounts, and creating a communication plan. The purpose is to ensure a smooth transition for new communities and establish a strong foundation for effective management.

Scope: Applies to all new communities joining the property management portfolio.

Person Responsible: Community Association Manager

References: Financial Account Setup SOP, Communication Plan SOP

2. SOP: Budget Preparation

Purpose: This SOP details the process for preparing annual budgets for each community under management. It includes gathering financial data, analyzing expenses, projecting income, and creating a comprehensive budget report. The purpose is to ensure accurate financial planning and provide transparency to community members.

Scope: Applies to all communities under management during the budget preparation period.

Person Responsible: Community Association Manager

References: Financial Data Gathering SOP, Expense Analysis SOP, Income Projection SOP

3. SOP: Vendor Management

Purpose: This SOP outlines the procedures for managing vendors and contractors involved in property maintenance and services. It includes steps such as vendor selection, contract negotiation, performance evaluation, and payment processing. The purpose is to ensure quality services, cost-effectiveness, and compliance with contractual obligations.

Scope: Applies to all communities under management that require vendor services.

Person Responsible: Community Association Manager

References: Vendor Selection SOP, Contract Negotiation SOP, Performance Evaluation SOP, Payment Processing SOP

4. SOP: Resident Communication

Purpose: This SOP defines the guidelines for effective communication with community residents. It includes methods of communication, frequency of updates, and protocols for addressing resident concerns or inquiries. The purpose is to foster positive relationships, provide timely information, and address resident needs promptly.

Scope: Applies to all communities under management and their respective residents.

Person Responsible: Community Association Manager

References: Communication Plan SOP, Resident Concern Handling SOP

5. SOP: Maintenance Request Handling

Purpose: This SOP outlines the process for handling maintenance requests from community residents. It includes steps such as receiving requests, prioritizing tasks, coordinating with vendors, and ensuring timely completion. The purpose is to address maintenance issues efficiently, maintain property value, and enhance resident satisfaction.

Scope: Applies to all communities under management and their respective residents.

Person Responsible: Community Association Manager

References: Resident Communication SOP, Vendor Management SOP

6. SOP: Board Meeting Preparation

Purpose: This SOP details the procedures for preparing and conducting board meetings. It includes tasks such as agenda creation, document distribution, meeting logistics, and minutes recording. The purpose is to facilitate productive board meetings, ensure compliance with governing documents, and maintain accurate records of decisions and discussions.

Scope: Applies to all communities under management and their respective board of directors.

Person Responsible: Community Association Manager

References: Governing Document Compliance SOP, Meeting Minutes Recording SOP

7. SOP: Emergency Response

Purpose: This SOP outlines the protocols for responding to emergencies within the managed communities. It includes steps such as emergency contact information, evacuation procedures, communication channels, and coordination with emergency services. The purpose is to ensure the safety and well-being of residents during emergency situations.

Scope: Applies to all communities under management and their respective residents.

Person Responsible: Community Association Manager

References: Resident Communication SOP, Emergency Contact Information SOP, Evacuation Procedures SOP

Community Association Manager SOP Templates

Looking for SOP templates for your Community Association Manager work? We’ve got you covered. You can build out your company SOPs using the sample SOP information above (added to our template) or our team can put together a starter SOPs template based on your Community Association Manager work. Get in touch if you’ve got questions about the quickest way to build out your Property Management SOPs library.