Question 1

What is the difference between full service and financial only HOA management?

Accepted Answer

Full Service HOA Management means propVIVO runs the whole operation for your association: accounting, vendor coordination, project oversight and homeowner communication. Financial Only HOA Management covers the books alone, which means accounting, collections and financial reporting, while your board handles the rest. Full service suits single-family HOAs and condo associations of any size. Financial Only has no minimum size, and many boards start there and step up later.

Question 2

Where is propVIVO located, and is it a local Seattle area company?

Accepted Answer

Yes, propVIVO is local. We have been headquartered in Bellevue, Washington since 2013, and we manage communities across the Seattle metro area and roughly 100 miles around it. Our office is at 2018 156th Ave NE, Bellevue, WA 98007. A distributed team across the US and Georgia backs up that local base.

Question 3

What happens if our HOA manager quits or stops responding?

Accepted Answer

At propVIVO, nothing changes for your community. We do not hand an association to one manager and hope that the person stays. Every community is supported by a full team working from one shared platform, so when someone is out, reassigned or moves on, your history, open items and financials are still there for the rest of the team. Nobody has to start over.

Question 4

How is propVIVO different from a traditional HOA management company?

Accepted Answer

Most traditional firms assign one manager to each community. When that manager quits, gets moved to another portfolio or goes quiet, the board loses everything that person knew in a single day. propVIVO removes that single point of failure. A specialized team and a shared platform hold your community's knowledge, so continuity lives in the system and not in one person's head.

Question 5

Does propVIVO manage condo associations, or only single-family HOAs?

Accepted Answer

propVIVO manages both. Our portfolio is split about evenly between single-family HOAs and condominium associations, including condo buildings with more than 250 doors. Condo boards get the same team-based service and the same platform as our single-family communities.

Question 6

What size HOA or condo association does propVIVO work with?

Accepted Answer

propVIVO works with communities across a wide range of sizes. Our clients run from small associations on a Financial Only plan to a flagship single-family community of 1,250 homes. Single-family associations with 150 to 250 homes are an especially common fit for full service management.

Question 7

What areas of Washington State does propVIVO serve?

Accepted Answer

propVIVO serves community associations across Western Washington. Our service area covers the Seattle metro area and everything within roughly a 100-mile radius of our Bellevue headquarters. Not sure whether your community falls inside it? Call us at (888) 392-3515 and we will tell you.

Question 8

How long does it take to switch HOA management companies?

Accepted Answer

The timing depends mostly on the terms of your current management contract. What propVIVO controls is the plan. Every takeover gets a written, dated transition timeline, and you see it before you sign. The plan includes a zero-gap accounting handover, so your financial records carry over with no break in reporting.

Question 9

Will switching HOA management companies disrupt our community?

Accepted Answer

No. propVIVO runs every takeover from a documented transition plan with a zero-gap accounting handover, so financial records, vendor relationships and homeowner communication keep moving with no gap in service. Most boards switch because the current arrangement is already letting the community down. In practice, the transition is usually the point where things start getting better.

Question 10

Does propVIVO have an online portal for homeowners and board members?

Accepted Answer

Yes. Every propVIVO community gets a self-serve owner portal with financials, project status, documents and requests in one place. Homeowners find answers on their own instead of routing every question through the board, and board members can check on the community at any hour without waiting for a call back.

Question 11

Can propVIVO take over from a large national HOA management company?

Accepted Answer

Yes, and that is how most of our new clients come to us. Boards usually leave a national firm after their manager changes yet again or becomes impossible to reach to. propVIVO handles the technical migration, including a zero-gap financial handover, and replaces the one-manager risk with a team.

Question 12

How does propVIVO keep HOA projects from dragging on for months?

Accepted Answer

Every project at propVIVO has an accountable owner, a date and a tracked status that the whole board can see. That replaces the "still getting bids" update boards hear meeting after meeting. When a homeowner asks where a project stands, the board can show real progress.

Question 13

How much does HOA management cost in the Seattle area?

Accepted Answer

The cost depends on the service level and the size of your association. At propVIVO, Financial Only plans are a flat monthly fee scaled to the size of your community. Full service fees are typically a percentage of the assessments collected, so the price follows the scope of work and not a flat per-door rate that ignores workload. For a quote specific to your community, request a proposal at propvivo.com or call (888) 392-3515.

Question 14

Can we start with financial only management and upgrade to full service later?

Accepted Answer

Yes. Financial Only management is a common starting point at propVIVO. It covers accounting, collections and financial reporting, with no minimum community size. When your board is ready to hand off vendor coordination and project oversight as well, you can move up to full service.

Question 15

How does propVIVO keep HOA finances transparent for the board and treasurer?

Accepted Answer

propVIVO gives boards real-time financial reporting. Your treasurer can log in on any evening and see exactly where assessments stand, with no waiting for a manager to pull a report together. Problems show up while there is still time to act, not as a surprise at the annual meeting.

Question 16

How do I submit an HOA maintenance request or report a common area issue?

Accepted Answer

Submit it through the propVIVO owner portal or contact your community manager directly. Every request is tracked from the moment it is submitted until it is resolved, and you receive status updates along the way.

Question 17

How are urgent maintenance requests handled compared with routine ones?

Accepted Answer

Urgent requests go first. When you submit a request you can flag it as high priority, for example a water leak or a safety hazard, and it is handled ahead of routine items. Routine requests follow the standard workflow, with tracking and updates until they are resolved. For emergencies, propVIVO also runs a 24/7 call centre.

Question 18

Where can I find my association's CC&Rs and bylaws?

Accepted Answer

You will find them in the Document Library inside the propVIVO owner portal, along with your association's other governing documents. You can also ask CoPilot a question about your HOA's policies or governing documents and get a direct answer.

Question 19

How do I submit an architectural change (ARC) request to my HOA?

Accepted Answer

Submit your ARC request through the propVIVO owner portal. Follow your community's guidelines and include the required details and documents. The committee then reviews the request and gives its decision, and the request is tracked through to completion.

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