How much does a virtual assistant for an HOA management company cost?
Owner calls, work orders and board packets, handled by one person who knows your associations.
A dedicated, full-time HOA and condo association assistant from Neon Link costs a community management company $2,295 a month, month to month, or $2,195 a month on the 6-month plan, with no setup fee. Working remotely from the Philippines on your US business hours, they answer owner and board calls, emails and portal messages in your company's name, turn maintenance requests into work orders with your approved vendors, send violation and architectural letters from your templates on each association's schedule, and build board packets, meeting notices and draft minutes. It fits management companies whose managers spend the day on the phone and in the inbox instead of with their boards, while approvals, money, collection decisions and anything on site stay with your managers.
Rates come from our live rate card. Page updated .
See 3 candidate profiles for your role
Tell us the role. Within 48 hours our team emails you 3 anonymized profiles from people who applied for this kind of work with us: their experience, their region and the software they use.
What your Linker handles
- Answer owner, resident and board member calls, emails and portal messages in your company's name, log each one in your association software and route what needs a manager or the board with the facts already gathered
- Turn common area maintenance requests into work orders: check your responsibility chart, assign a vendor from the approved list within your approval limit, get bids when a job runs over it, and follow up until the work is done and the invoice matches it
- Send violation letters from your templates once an inspection or complaint is logged, and track each one through cure dates, second notices and hearing letters on the association's schedule
- Check architectural change requests for drawings, scope of work and the installer's insurance details, send them to the committee or board, and send the decision letter your manager approves
- Build board meeting agendas and packets, send meeting notices on the schedule your manager sets, and draft minutes for the manager's and the secretary's review
- Support annual meetings and elections: owner mailings, candidate statements, proxies and ballots, sign-in sheets and quorum tracking
- Keep owner, unit, tenant and vendor records current, including each vendor's insurance certificate and W-9 before the vendor is scheduled
- Prepare resale certificate, estoppel and new owner requests for your manager's review, send welcome packets and set up amenity access
- Send assessment reminders and late notices from your templates, log promises to pay and approved payment plans, and flag accounts for your manager's next step
- Send an end of shift note on what closed, what is waiting on a vendor and what is waiting on a manager or board decision
We screen for the association software your company runs, such as Vantaca, CINC Systems, AppFolio, Buildium, TOPS, FRONTSTEPS or Enumerate, with Yardi, Rent Manager or PayHOA also counting. If a finalist has not used yours, you'll know before they start.
How the work is measured
What your Linker is measured on. The targets are set with you in the first week, from your volumes and your hours, and written into your statement of work.
- Every owner and board message that comes in during the shift answered or routed on the response time your managers set
- Every violation and architectural request moving on the association's schedule, with the same steps for every owner and a dated note on each
- Board packets and meeting notices out on the dates your managers set, and minutes your managers approve with few changes
- No vendor scheduled without a current insurance certificate on file
What a team costs
| Team | Month to month | 6-month plan |
|---|---|---|
| 1 Linker | $2,295 | $2,195 |
| 2 Linkers | $4,590 | $4,390 |
| 3 Linkers | $6,885 | $6,585 |
| 4 Linkers | $9,180 | $8,780 |
| 5 Linkers | $11,475 | $10,975 |
| 6 Linkers | $13,770 | $13,170 |
Per month. 40 hours a week per Linker. No setup fee. Prices from our live rate card.
How we vet your Linker
Our recruiting team in the Philippines runs a strict screening and review of every applicant, using a process built by our founder, Dan Betthauser, from twenty years running outsourced operations across the Philippines, Costa Rica and the United States. Every Linker goes through:
- A screen of the application against your role: the work, the software and the experience you need
- A recorded spoken English sample, reviewed by our team
- A practical skills test for your work, scored in our own system
- A live video interview with our recruiting team
- An ID check and a background check: NBI clearance in the Philippines, police clearance in India and Pakistan
- A workspace check before day one: a quiet, private room, wired internet, a backup connection and a plan for power outages
- A signed confidentiality agreement before they see any of your data
- Your own interview with the finalist: nobody starts until you say yes
How it starts
- Step 1Tell us the work: a 15 or 30 minute call with our team, or the sixty second scope on the homepage.
- Step 2Get a written quote at the published rate, held for 30 days.
- Step 3We recruit and screen for your work and your software, and you interview the finalist before they start.
- Step 4Your Linker works your queue on your hours. A Neon Link manager runs the account and answers when you need them.
- Step 5If the fit is wrong in the first 60 days, we swap them at no cost.
A good fit, and not a fit
- Community management companies whose managers spend the day answering owners instead of working with their boards
- Portfolio managers carrying more associations than they can keep current on violations, work orders and board packets
- Companies adding associations faster than they can hire experienced assistants locally
- Approving spending, signing contracts, or deciding on violations, fines or collections. Your Linker prepares and tracks; your manager and the board decide
- Handling association money. Payments go through your portal and your bank, never through your Linker
- Site inspections, attending meetings in person or anything at the property
- Overnight emergency coverage. Your Linker is one person on your hours, so keep your after hours line for nights and weekends
Open roles behind this page
We recruit for this work now. These are the live postings we hire your Linker from:
See 3 candidate profiles for your role
Tell us the role. Within 48 hours our team emails you 3 anonymized profiles from people who applied for this kind of work with us: their experience, their region and the software they use.
Questions owners ask
How much does it cost to outsource HOA and condo association support?
$2,295 a month for one dedicated, full-time person (40 hours a week), month to month, or $2,195 a month on the 6-month plan. There is no setup fee, and pay, equipment and management are inside that one number. For comparison, a US administrative assistant costs about $5,520 a month fully loaded, using the BLS median wage plus employer costs.
What does an HOA management assistant handle day to day?
The work that fills a community manager's day between board meetings: owner calls and emails, maintenance requests and vendor follow up, violation and architectural letters, resale and estoppel requests, board packets, meeting notices and draft minutes, and the records behind all of it. The calls that need a decision, a signature or someone on site stay with your manager.
Can they handle association accounting too?
That is a separate, full-time role. An association bookkeeper posts owner payments, enters vendor invoices, reconciles operating and reserve accounts and prepares the monthly board financial package. Some companies start with an assistant and add a bookkeeper once the first is settled in.
How do they handle an emergency call?
By your script. For a gas smell, a fire or active flooding, they tell the caller to get to safety and call 911 or the utility first, then alert your on-call vendor and your manager. They log the call and follow up until the vendor confirms the work.
Do they follow each association's governing documents?
They follow the steps your managers set for each association: the violation schedule, the notice periods for meetings and the approval limits for vendors. Your managers decide what the governing documents and your state's law require; your Linker applies the same steps to every owner and keeps a dated note on each.
How is this different from hiring a virtual assistant?
You get one dedicated person who handles your work on your hours, inside your software, and a Neon Link manager runs the account: pay, equipment, replacement if it comes to that, and a phone that gets answered. You never run offshore payroll or manage a freelancer alone. It is not a ticket queue or a 24/7 answering line.
How fast can someone start?
We start recruiting when you say go. You interview the finalist before anyone starts, and the start date is set with you once you pick the person. We would rather take the time to find the right fit than hand you whoever is free.
What if the person is not the right fit?
If the fit is wrong in the first 60 days, we swap them at no cost. After that, if they leave, we recruit the replacement at no charge and manage the handover. Training on your process runs at the normal monthly rate.
Do we have to sign a long contract?
No. Month to month is available on every plan. The 6-month plan trades a longer commitment for a lower monthly rate. A written quote at the published rate is held for 30 days.
Related pages
- Property Management Companies: Tenant and owner communication, maintenance work orders, leasing inquiries, renewals, rent reminders and owner reports in AppFolio, Buildium or Yardi.
- AppFolio and Buildium virtual assistant: Tenant and owner calls, maintenance work orders, leasing inquiries, renewals and owner reports, with every record kept current in AppFolio or Buildium.
- Accounting & Bookkeeping: Bank recs, AP/AR, workpapers, payroll prep in QBO and Xero. Staffed before busy season.
1 US administrative assistant, fully loaded: ~$5,520/mo How we calculate this
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