HOA & COA Management
Homeownership within a community or condominium development offers more than just a place to live—it provides access to shared amenities, a sense of belonging, and well-maintained surroundings. Yet, managing a homeowners association (HOA) or condominium owners association (COA) can quickly become overwhelming for volunteers. That’s where professional property management companies like Ole Bay Management, Inc. step in.
While Ole Bay Management is known for its comprehensive rental property management across Mobile and Baldwin County, we also specialize in HOA and COA management. From financial administration to covenant enforcement, our team ensures your neighborhood runs smoothly and efficiently—allowing board members and residents alike to enjoy their community without the stress of day-to-day operations.
Understanding HOA and COA Management
What Is an HOA?
A Homeowners Association (HOA) is an organization that manages a planned residential neighborhood or subdivision. It’s responsible for enforcing community rules, maintaining shared spaces such as entrances and playgrounds, and handling administrative tasks like collecting dues and managing budgets.
What Is a COA?
A Condominium Owners Association (COA) functions similarly but is specific to multi-unit properties such as condominiums and townhome communities. COAs manage building maintenance, common areas, insurance policies, and compliance with local laws.
Both types of associations rely on elected volunteer boards, but effective management often requires more time, expertise, and consistency than volunteer leaders can provide alone. That’s where professional community management becomes a valuable asset.
Why Professional HOA & COA Management Matters
Managing an HOA or COA requires a balance of diplomacy, financial literacy, and operational organization. From budgeting and tax filings to enforcing neighborhood covenants, the workload can quickly become too heavy for unpaid volunteers juggling careers and families.
Partnering with Ole Bay Management, Inc. relieves that burden. We handle the day-to-day tasks, allowing your board to focus on decision-making rather than administration. This professional structure helps neighborhoods thrive by ensuring continuity, transparency, and compliance with Alabama’s legal and financial standards.
1. Financial Oversight and Reporting
Accurate accounting is the backbone of any successful association. We manage:
Monthly financial statements
Annual budgets and reserve planning
Collection of dues and assessment payments
Tax filings and compliance documentation
Our team ensures that every dollar collected is properly allocated to community maintenance, future reserves, and administrative needs. We also prepare comprehensive financial reports for board meetings—keeping every member informed and confident in their association’s financial health.
2. Maintenance and Vendor Coordination
Maintenance of shared areas such as landscaping, lighting, pools, playgrounds, and clubhouses is a continuous responsibility. Ole Bay Management handles vendor selection, contract negotiation, and oversight to guarantee quality work at fair prices.
Because we also manage a large portfolio of rental and investment properties throughout Mobile and Baldwin County, we have established relationships with reliable local contractors, which often results in cost savings for our HOA and COA clients.
3. Covenant Enforcement and Community Standards
Every neighborhood or condominium association operates under a set of covenants and bylaws designed to protect property values and maintain community appeal. However, enforcing these rules can be uncomfortable for volunteer board members.
Our management team acts as a neutral third party to enforce covenants consistently and fairly. We handle tasks such as:
Regular property inspections
Violation notices and correspondence
Fine collection and escalation procedures
This approach maintains harmony within the community while ensuring compliance with established guidelines.
4. Communication and Transparency
Effective communication is key to a thriving community. Ole Bay Management serves as a central point of contact for residents, vendors, and board members. We manage meeting notices, newsletters, and digital correspondence, ensuring residents are always informed.
Additionally, we can attend board and annual meetings with full administrative reports—ready to answer questions and provide insights into the community’s performance.
The True Cost (and Value) of HOA/COA Management
One of the most common questions board members ask is: “How much does professional HOA management cost?”
At Ole Bay Management, Inc., our HOA and COA management fees are typically structured on a “per-door” basis, meaning the cost is calculated by the number of homes or units within the community.
Typical HOA Management Pricing
Small communities: $12–$15 per door per month
Mid-sized neighborhoods: $10–$12 per door per month
Large neighborhoods: $8–$10 per door per month
Communities with extensive amenities—such as clubhouses, fitness centers, pools, tennis courts, or gated access—may have slightly higher management fees due to the additional coordination and oversight required.
While some smaller neighborhoods may hesitate to invest in professional management, the long-term value often outweighs the cost. Professional administration minimizes the risk of legal issues, ensures consistent financial management, and helps preserve property values by maintaining a well-kept appearance and smooth operations.
The Challenges of Self-Managed Associations
Many neighborhood associations begin as self-managed groups. While this can work for very small communities, it often leads to challenges over time:
Volunteer Burnout: Board members may quickly feel overwhelmed by the time commitment required for bookkeeping, correspondence, and maintenance coordination.
Lack of Expertise: Financial management, state compliance, and enforcement procedures require specialized knowledge that volunteers may not possess.
Inconsistent Enforcement: Personal relationships among neighbors can make it difficult to enforce rules objectively.
Administrative Gaps: Missed tax filings, incomplete insurance coverage, or inaccurate accounting can expose associations to liability.
Partnering with a professional management company like Ole Bay Management alleviates these issues by providing expertise, structure, and consistency.
What HOA & COA Management Includes
At Ole Bay Management, Inc., our HOA and COA management services are comprehensive, covering every essential aspect of community operation. Here’s what’s typically included:
1. Administrative Support
Manage resident databases and owner contact information
Prepare and distribute meeting notices, agendas, and minutes
Maintain association records and documentation
Assist with insurance claims and policy renewals
2. Financial Services
Billing and collection of dues, assessments, and fines
Payment of invoices and vendor contracts
Budget preparation and annual audits
Monthly and annual financial statements
3. Maintenance Coordination
Regular inspections of common areas
Scheduling preventive maintenance
Managing service requests and repairs
Overseeing major capital improvement projects
4. Covenant and Rule Enforcement
Property compliance inspections
Issuing violation notices
Coordinating appeals or hearings
Maintaining consistent documentation of actions taken
5. Board Meeting Support
Attendance and presentation of management reports
Providing data for informed decision-making
Offering professional recommendations for operational improvements
By outsourcing these tasks to a professional management company, your board can focus on policy, planning, and community engagement rather than administrative headaches.
Benefits of Partnering with Ole Bay Management, Inc.
Local Expertise
As a company based in Mobile, Alabama, Ole Bay Management understands the unique character and challenges of communities across Mobile and Baldwin County. Whether managing a coastal condo in Gulf Shores or a suburban subdivision in West Mobile, we tailor our services to fit each neighborhood’s specific needs.
Established Vendor Relationships
Our long-standing partnerships with local service providers ensure high-quality maintenance and cost efficiency. We know which contractors deliver reliable work and stand behind their service.
Technology-Driven Management
We use modern property management software that streamlines communication, billing, and reporting. Homeowners can pay dues online, view account balances, and access important community documents from any device.
Transparency and Accountability
Every decision and expenditure is documented, with clear reporting available for board review. Our commitment to transparency builds trust and ensures every board member remains informed and empowered.
Peace of Mind
Perhaps most importantly, partnering with Ole Bay Management means peace of mind. Your neighborhood’s financials, maintenance, and compliance are handled by experienced professionals, allowing you to focus on enjoying your home and community.
Case Example: Transforming a Neighborhood Through Professional Management
Consider a mid-sized subdivision in Baldwin County that transitioned from self-management to professional oversight. The volunteer board struggled with unpaid dues, unkempt common areas, and inconsistent enforcement of covenants. After partnering with Ole Bay Management, several improvements followed within months:
Dues collection rates increased by over 20%, improving cash flow and enabling necessary repairs.
Common areas were restored, with regular landscaping and lighting maintenance.
Residents experienced better communication, thanks to email updates and transparent board reporting.
Board meetings became more productive, supported by detailed financial and maintenance reports.
Within a year, the community’s property values stabilized, and resident satisfaction increased—demonstrating the tangible value of professional management.
HOA and COA Management Across Mobile & Baldwin County
Ole Bay Management proudly serves a diverse range of communities, from single-family subdivisions in Mobile to coastal condominiums along the Eastern Shore and Gulf Coast. Our understanding of local regulations, zoning, and vendor networks makes us uniquely qualified to manage associations throughout:
Mobile County: West Mobile, Midtown, Dauphin Island, Tillman’s Corner, and Semmes
Baldwin County: Fairhope, Daphne, Spanish Fort, Gulf Shores, Orange Beach, and Foley
Whether your community is newly developed or decades established, our management approach can be tailored to fit your structure, budget, and goals.
How to Get Started with HOA or COA Management
If your community is considering professional management for the first time—or looking to switch from a current provider—Ole Bay Management makes the transition simple.
Step 1: Consultation and Assessment
We meet with your board to review your community’s unique needs, financial structure, and governing documents. This helps us craft a management proposal aligned with your goals and budget.
Step 2: Custom Proposal
You’ll receive a detailed proposal outlining the scope of services, per-door pricing, and timeline for transition. Our contracts are transparent and flexible, ensuring you only pay for what you truly need.
Step 3: Transition and Implementation
Once approved, our team handles all aspects of the transition, from vendor coordination and account setup to document transfer and homeowner communication.
Step 4: Ongoing Support
Your community benefits from consistent, professional oversight—monthly reporting, prompt communication, and continued improvement in operations and resident satisfaction.
Why Choose Ole Bay Management, Inc.
For decades, Ole Bay Management, Inc. has been a trusted leader in property management throughout Mobile and Baldwin County, Alabama. Our experience spans residential, commercial, and community management, allowing us to offer unmatched expertise and personalized service.
We don’t just manage properties—we manage communities, relationships, and long-term value. Whether your HOA or COA includes ten homes or hundreds, our mission is the same: to make your neighborhood a better place to live.
Final Thoughts
Managing an HOA or COA is a serious responsibility, but it doesn’t have to be a burden. By partnering with Ole Bay Management, Inc., your community gains the benefit of local expertise, professional oversight, and operational efficiency. From finances to facilities, we ensure that every aspect of your neighborhood runs seamlessly—protecting property values and enhancing residents’ quality of life.
If your board is ready to simplify operations and elevate your community management, contact Ole Bay Management today. Let us show you how professional HOA and COA management can transform your neighborhood into a well-organized, thriving community.