SERVICES

From planning to execution, we support you every step of the way. We ensure that your association is managed with a dedicated focus and meeting day to day operational needs of the association. The services provided as part of our Full Services Management are outlined below. We are happy to customize the frequency and detail of each service as per your association needs.

Administrative Management

• PropVIVO has its own bidding engine which does costs benefit analysis and provides best recommendation.
• We are equipped to deal with any emergency that may come up for your association. propVIVO provide 24*7 call center service to address any emergency. Homeowners can enter requests through the portal.
• PropVIVO Association Managers generate and submit property inspection reports to the Board. The property inspection report covers all the elements of property, including pictures and observations collected during the inspection.
• The portal allows homeowners to report violations online with all possible details. The board will have visibility of the all the reported violations.
• As directed by the Board or CC&R's, propVIVO will issue a Violation Letter to the offender. propVIVO will automate this process online. We will work with the Board to ensure the paper trail is reduced.

Financial Management

• PropVIVO provides information in real time for all aspects of association management.
• PropVIVO will analyze past Budgets and forecasts based on operational needs & coordinate the reserve study. Our portal allows us to seamlessly collaborate with Board in this area of service.
• Prepare and mail billing statements. Prepare accrual based financial statements and reports. Post and deposit owner payments, including ACH payments. Issue delinquent notices and letters.
• Pay all bills budgeted or approved by the Board. propVIVO has a seamless process to reimburse vendors on behalf of the associations.
• PropVIVO has teamed with highly reputable attorneys to support efforts in collecting delinquent assessment fees. Prepare tax returns and audit reports. Process Federal income tax payments.

Advanced Financial Management

• PropVIVO obtains accurate insurance quotes for the Association through several insurance agencies. Advise the board to choose Insurance with right Risk Management abilities.
• Coordinate and manage all insurance policies that association requires. Our team will work with the Board to determine what areas need to be covered in the policy.
• PropVIVO ensures that claims are monitored and tracked properly through the system with approval from the board.
• Assist Board with the investment of funds.

Meeting Attendance & Preparation

• Checklists have been developed and used for regular Board meetings, budget meetings, annual meetings, etc. PropVIVO will reserve meeting venue, prepare and mail notices, proxies, ballots, agendas, etc. propVIVO’s portals have also been customized to allow homeowners to RSVP online.
• Our Association Manager will attend all meetings as part of the scope or any additional meetings required to conduct business.
• PropVIVO has an established and mature process to ensure the Board has what is needed for each meeting.
• All activity is tracked through our system and ensures that the documents for the Association are updated as necessary. Prepare special reports in accordance with requests by the Board of Directors.

Record Management

• PropVIVO will capture all the details of record management before the start of the contract.
• PropVIVO will keep the financial records as per the requirements of the governing documents and the Board's need.
• All the correspondence with homeowners are tracked through our Case Management System. Records can be produced in any format to meet the needs of the Board. We will ensure governance of records per Board requirements.
• Board and Committee members can create and publish newsletters online. Association Manager can assist Board with newsletter content, proofreading, etc.
• This information will be maintained and validated monthly or as homeownership changes.
• PropVIVO will ensure that the association owners / renter information is accurate.
• We will send requested items to Homeowners through USPS or as instructed by the Board within 24-hours of receiving the notice.

Property Management

• PropVIVO provides full project management services.
• Monitor the milestones, budget, and inspections.
• Provide board with the status reports on all modernization, rehabilitation or construction.
• Should the Association become involved in any legal action propVIVO will compile and provide documents that we govern for any legal action in which the Association becomes involved.