The following is a checklist (not meant to be exhaustive) of the typical duties and responsibilities of a Professional Property Manager.

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• Physical Maintenance
• Financial Administration
• Rules & Regulations
• Personnel Management
• Complaints & Communications
• Other Functions

• Gardens and Grounds
  • Pruning
  • Watering
  • Weeding
  • Spraying
  • Lawn Mowing
  • Trimming
  • Flower
  • Planting
  • Drainage
  • Fertilization
  • Sprinkler System Repair
  • Tool Maintenance
  • Major Maintenance
  • Professional Horticultural Services
  • Curb & Gutter
  • Road & Sidewalk Maintenance
• Snow Removal
• Outside Lighting
• Swimming Pool
  • Chemicals
  • Water chemistry balance
  • Janitorial
  • Lifeguards
  • Equipment maintenance and repair
• Buildings
  • Maintaining exteriors and interiors of all common elements
  • Maintaining TV antenna; Maintaining building systems (electrical, water, heating)
  • Negotiating bids for all contract work and purchase of equipment
  • Elevator maintenance
  • Window cleaning
• Tennis Court Maintenance
• Pond/Stream Maintenance
• Pest Control
• Garbage Removal

• Comply with the Board of Manager’s accounting instructions.
• Prepare and administer budget.
• Collect common expense payments and any special assessments levied by the Board of Directors.
• Keep accurate books of accounting and provide monthly financials reports comparing budget with the actual expenditures, accruals, and commitments.
• Provide proper purchasing and disbursement methods and procedures.
• Provide annual or semiannual reports to owners as required by the condominium declaration and bylaws.
• Check all bills received in connection with the operation of the project and cause all such bills and other expenses (such as mortgage debt service, taxes, etc.) to be paid.
• With prior approval of the Board shall institute all legal actions or proceedings for the collection of monthly Common Charges or other income from the Premises.
• To contract, in name of the Board, for gas, electricity, water and other such services as being currently furnished to the Common Areas.
• Obtain and maintain (to the extent obtainable) fire, liability, and other insurance, and in such amounts, designated by the Board of Directors.
• Facilitate and/or coordinate recommendations on the settlement of property damage insurance claims.
• Keep proper records of all receipts and disbursements with respect to the management and operation of the Premises and to retain cancelled checks and all employment records for a period of five (5) years.

• Fully understand and administer the provisions contained in the condominium documents as they relate to the management function.
• Enforce the rules (e.g., community rules, swimming pool rules, clubhouse rules).
• Recommend to the Board of Directors additional rules that need to be adopted, as well as amendments to current rules that may not be realistic.
• Work on owner-to-owner relations regarding problems with noise, odors, use of common elements, appearance of individual units, children, pets.
• Review all proposed leases for compliance with the Rules and Regulations of the condominium. Make recommendations to the Board of Managers for execution.
• Conduct annual meetings and elections.

• Secure trained and courteous workmen to assist in management duties.
• Schedule and supervise all work.
• Arrange for necessary fidelity bonds and insurance.

• Deal with all complaints and requests from Unit Owners.
• Provide means of communication between owners and management.
• Maintain a log of all complaints and problems to ensure expeditious handling of all complaints or problems.
• Have management personnel available to handle emergencies.
• Distribute information bulletins periodically or as required.
• Notify the Board in writing of any major complaints made by a Unit Owner and notify the Board promptly (together with a copy of supporting papers) of any notice of violation of any governmental requirements or of any defect in the Premises.

• Implement all reasonable means of reducing water, sewer, electricity and other costs.
• Make efficient use of quantity purchasing of all supplies and materials.
• Work in close harmony with Board of Directors in all ways, including regular board meetings.
• Assist in negotiating all taxes levied on the condominium (on individual owners or collectively) with the proper taxing authority.
• Assure proper casualty insurance coverage and handle insurance claims.
• Meet with the Board of Directors in all regular or special meetings.
• Meet with any or all owners at regularly scheduled meetings or as requested.
• Make necessary preparations for such meetings and keep proper records.
• Keep the Premises in a clean and sightly condition, and to make all repairs and changes and to purchase all supplies necessary for the proper operation of Premises.
• Notify the Board of any fire damage to the Premises. Give notice by certified mail, return receipt requested, to the office of the Board’s general insurance company at once, so that an insurance adjuster may view the damage before repairs are started and to otherwise assure the condominium’s right with regard to any potential claim.
• Notify the condominium’s general liability insurance carrier by certified mail, return receipt requested, and the Board in writing promptly of any personal injury or property damage which occurs or is claimed to have occurred by any Unit Owner or third party on or with respect to the Premises and shall forward to the carrier any summons, subpoena, or other legal document served upon the Agent relating to actual or alleged potential liability of the Board, the Agent, or the Premises with copies to the Board of all such documents.
• Send to the mortgagees of Units, by registered or certified mail, copies of all notices of default in the payment of Common Charges or other assessments, or other default in compliance with the By-Laws or Rules and Regulations of the condominium or the Homeowner’s Association.
• Prepare “Right of First Refusal” paperwork on behalf of the Board of Directors.
• Issue a monthly status report on all the activities associated.