At Five Keys, we provide comprehensive financial management to ensure your HOA operates with transparency, accuracy, and fiscal responsibility.

Association Funds & Financial Records

• Collect, record, and deposit all association funds, including assessments and special fees.

• Maintain separate accounts (operating & reserve) and reconcile monthly.

• Provide bank statements, financial reports, and reconciliations to the Board.

• Ensure double signatory on checks, with no signing authority for the managing agent.

Delinquent Accounts & Collections

• Issue late statements to delinquent homeowners monthly.

• Coordinate legal actions (liens, lawsuits, foreclosures) in partnership with the association’s attorney.

• Serve as the liaison for all collection-related legal matters.

Financial Reporting & Budgeting

• Prepare monthly unaudited financial statements with budget variance and income reports.

• Provide the Board with delinquency reports, general ledger details, and financial records.

• Develop annual budgets in collaboration with the Board and present at the Homeowners Meeting when requested.

With Five Keys, your community’s finances are secure, transparent, and managed with expert precision.

At Five Keys, we provide responsive, organized, and transparent administrative support to keep your HOA running smoothly.

Homeowner & Board Support

• 24/7 emergency service with an on-call manager familiar with your community.

• Calls and emails are responded to within 24 hours.

• Maintain accurate owner records, including contact details and emergency information.

• Send welcome packets to new homeowners with essential community information.

Association Communication & Records

• Approved minutes and financials are posted to the Association’s communication portal.

• Architectural requests are processed, tracked, and reviewed by the committee, with homeowner follow-ups.

• Covenant violations are handled according to the Association’s resolution policy.

With Five Keys, your community benefits from efficient communication, organized record-keeping, and proactive management.

At Five Keys, we ensure that HOA meetings and committees are well-organized, efficient, and productive, providing Board members and homeowners with the information and support they need.

Board & Annual Meetings

• Attend and facilitate all Board and Annual Meetings as scheduled.

• Prepare and distribute Board packets with financials, proposals, contracts, and legal updates before meetings.

• Take meeting minutes and coordinate monthly invoice reviews.

• Organize Annual Meeting logistics, including notices, check-in, and presentations.

Committee Support

• Coordinate Committee Meetings and ensure accurate minutes are recorded.

• Provide committees with financial insights and reports to support informed decision-making.

• Report committee meeting outcomes to the Board.

Community Oversight & Maintenance

• Conduct property reviews for covenant violations and maintenance concerns.

• Vet and coordinate with vendors and contractors for repairs and services.

• Maintain work order reports, maintenance logs, and weekly schedules for on-site staff.

• Oversee community amenities and assist in vendor selection.

With Five Keys, your meetings run smoothly, committees stay informed, and community maintenance remains proactive and efficient.

At Five Keys, we take property maintenance and vendor management seriously, ensuring that your community remains well-kept, efficiently managed, and financially sound.

Property Maintenance

• We treat your community like our own, conducting regular property reviews and addressing homeowner maintenance concerns with care.

• Utilize Vantaca, a real-time system that allows maintenance requests to be processed onsite and immediately.

• Conduct close-out sessions to ensure all maintenance work meets homeowner expectations and Board-approved scope.

• Provide up-to-date maintenance reports in Board packets to keep members informed.

Vendor Management & Contracts

• Monitor vendor contracts through routine inspections to ensure work meets contract standards.

• Use Strongroom for invoice approvals, ensuring managers sign off before payments reach the Board.

• Offer expert contract oversight, including bid evaluations, RFP development, and vendor interviews.

• Provide construction expertise from a specialist with 40+ years of experience in commercial and residential building projects.

• Work closely with the Board to review and enforce contracts, ensuring vendors meet their obligations.

With Five Keys, your property and vendor management are proactive, transparent, and backed by industry expertise.