HOA & Condo
Association
Management
Licensed community association management for HOAs, condominium associations, and co-ops across Palm Beach County. Board support, association financials, vendor oversight, and a compliance calendar that stays current — run by a licensed CAM who is also a Certified General Contractor, so the repair side of the job doesn't need a second phone call.
The Short Answer
An association management company does not run your community — the board does. The manager's job is to make the board's decisions executable and the association's records defensible: keep the money accounted for, keep the vendors performing, keep the owners informed, and keep the statutory calendar from sneaking up on anyone. The board sets policy; the manager carries it out and documents that it happened.
That work falls into four buckets, and every proposal you read should be legible in those terms: governance and board support · financial management and reporting · maintenance and vendor oversight · owner communication and records. The sections below break each one down, then hand you the two things most management websites leave out — the questions to ask any firm you interview, and the checklist for switching without losing a month of the association's history.
BeacCorp manages associations across Palm Beach County under Florida CAM license CAM34850 and firm license CAB3255. To talk through your community, call (561) 779-3213.
The Four Jobs of an Association Manager
If a management agreement can't be sorted into these four columns, it isn't a management agreement — it's a bookkeeping contract with a phone number attached.
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1 · Governance & Board Support
Meeting notices and agendas out on schedule, a board packet that arrives before the meeting rather than at it, minutes and resolutions filed where they can be found in three years, and the association's governing documents applied the same way for every owner. The manager attends, prepares, and records — the board votes.
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2 · Financial Management
Assessment and dues collection, owner ledgers, accounts payable against approved vendors, the monthly financial statement package, and the budget draft the board works from. Reserve and operating funds tracked separately and reported plainly, so no treasurer has to reverse-engineer where the money went.
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3 · Maintenance & Vendor Oversight
Work orders dispatched and closed out, not just logged. Vendors held to scope, schedule, and a current certificate of insurance. Bids gathered in comparable form so the board is choosing between real alternatives. Vendor invoices passed through at cost, with no markup — the same commitment BeacCorp makes to every owner it works for.
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4 · Owner Communication & Records
Owner and resident questions answered — BeacCorp's standard is a response within 24 hours. Estoppel certificates turned around for closings, violation and architectural-review correspondence handled consistently, and the official records kept in a state where a buyer, a lender, an insurer, or an attorney can be given what they ask for without a scramble.
What's Actually Included
The line items behind those four buckets. Scope is set in the management agreement and sized to your community — a 40-unit condo and a 400-home HOA do not need the same contract.
Onboarding & records transfer
Taking custody of the association's documents, ledgers, contracts, and owner roster — the step that decides how the next three years go.
Assessments & collections
Dues billed and collected, delinquencies tracked and escalated on the board's policy and the association attorney's direction.
Monthly financial package
Balance sheet, income and expense against budget, delinquency report, and the check register — the same package every month, on time.
Budget preparation
A working draft built from actual spend and known upcoming work, so the board is editing a real budget instead of authoring one from scratch.
Meetings & minutes
Notice, agenda, packet, attendance, and minutes for board and annual meetings, prepared to the association's own documents.
Vendor management & COIs
Contracts, scopes, and certificates of insurance kept current — including naming the association as required before a vendor sets foot on site.
Maintenance dispatch
Requests taken, prioritized, dispatched, and closed — with the emergency path defined in writing before the emergency.
Estoppels & closings
Estoppel certificates and lender questionnaires produced on the closing timeline, not after it — a sale in your community shouldn't stall on paperwork.
Compliance calendar
Inspection, study, and filing deadlines tracked as dates with owners, not as a topic that comes up when someone remembers it.
Insurance coordination
Renewal dates, policy documents, and claim documentation kept in one place — with BeacCorp named as an additional insured where the arrangement calls for it.
Violations & architectural review
Applications logged and answered, notices sent consistently, and the record kept — inconsistency is what turns a rule into a dispute.
Project scoping & supervision
The piece most firms subcontract out: turning an engineer's report into scoped, priced, supervised work. See the next section.
The CAM + GC Difference
Most association management is an administrative service. It ends where the physical building begins: the manager sends the report to the board, the board asks what it will cost to fix, and everyone starts calling contractors. In South Florida — where the expensive line items are the roof, the waterproofing and paint, the concrete, and the windows and doors — that gap is where budgets go wrong and where a special assessment gets invented at the last minute.
Randolph Scott Bell holds the CAM license (CAM34850, firm CAB3255) and a Florida Certified General Contractor license (CGC1528750) with a Certified Roofing Contractor license (CCC1332751). For a board, the practical effect is that a report with a recommendation in it can become a real number the same week, from someone who has to stand behind both the management side and the construction side. The firm is also an EPA Lead-Safe Certified Firm (#NAT-F122701-2), which matters for any renovation in a pre-1978 building.
The trade work itself lives in the construction division — see roofing, concrete restoration, and impact windows & doors for the three line items that dominate most Palm Beach County association budgets. A board is always free to bid that work anywhere; the point is that it can be priced honestly, early, by someone who reads the report. Two association jobs are documented photo by photo: a structural carport restoration and a walkway replacement, both at Greenway Village in Royal Palm Beach.
🏛️Milestone inspections, SIRS, and reserves. Florida's structural-compliance rules have reshaped nearly every condominium budget in the state, and they now drive the calendar for buildings three habitable stories or higher. The full plain-English breakdown — the §553.899 milestone inspection, the §718.112(2)(g) structural integrity reserve study, and where the reserve waiver now stands — is in our
Palm Beach County milestone inspection & SIRS guide for boards ↗, with a shorter summary on the main property page.
Read the board compliance section ↗ Buying into one of these buildings rather than governing it? The same statutes from the purchaser's side — which documents a seller owes you, how to read the report and the study, and the estoppel rules — are in our
condo buyer's due-diligence guide ↗
What to Ask Any Manager You Interview
Print this and use it on every firm your board talks to, including this one. A management company that flinches at any of these has told you something useful.
- Who, by name, is our manager — and how many communities does that person carry? The single most predictive question in the interview. A dedicated point of contact is worth more than a large org chart.
- What is your response-time standard, in writing, and what counts as an emergency? "We're very responsive" is not a standard. A number is.
- Show us a real monthly financial package — redacted, from an actual community. Not a sample slide. You are hiring the report you'll read every month for years.
- Do you mark up vendor invoices, take vendor rebates, or earn anything on maintenance? Ask it directly and get the answer in the agreement. BeacCorp passes vendor invoices through at cost.
- What is not in the base fee? Estoppels, mailings, after-hours calls, extra meetings, transition costs, and record production are the usual places extra charges live.
- Verify the license. Florida CAMs and CAM firms are licensed by the DBPR and anyone can check a number in about a minute. Ask for the license number and look it up — BeacCorp's are CAM34850 and CAB3255.
- Who owns the data, and what happens to it if we leave? Records, portal, website, and vendor contacts. A firm that is comfortable answering this is a firm that expects to be kept.
- Walk us through the transition, week by week. If the answer is vague, the transition will be too — see the checklist below for what a real answer sounds like.
- What are the termination terms — both directions? Notice period, cause, and what the association is owed on the way out.
- Who handles the physical building? Ask how a bad inspection report turns into priced, supervised repair work, and who the board has to hire to get there.
Switching Management Companies — the Board's Checklist
Most boards do not change managers because of one dramatic failure. They change because the reports drift late, the calls go unreturned, and nobody can say who is responsible for what. Here is how the change is done cleanly. Most transitions run 30 to 90 days depending on the size and complexity of the community, and the timeline should be driven by your board — not by either management company's convenience.
- Read your current agreement first. Termination clause, required notice period, who must sign, and any fees on exit. Everything else keys off those dates.
- Decide what you're actually fixing. Communication, financial reporting, responsiveness, project execution — name it before you interview, or you'll buy the same problem in a new logo.
- Interview, then vote properly. The decision belongs on the record: noticed meeting, motion, vote, minutes. Confirm the process with your association attorney where the documents are unclear.
- Give written notice exactly as the contract requires. Right method, right address, right deadline. This is where boards lose a month.
- Inventory the records before they move. Governing documents and amendments, owner roster and ledgers, financial history, insurance policies, vendor contracts and COIs, meeting minutes, inspection and study reports, warranties, and keys, fobs, and gate codes.
- Handle the money deliberately. Bank accounts, signatories, reserve accounts, and any automatic payments. Nothing here should be improvised in the last week.
- Re-point the vendors. Landscaping, pool, pest, elevator, fire, and anyone with a recurring contract needs the new contact, new billing instructions, and a current COI on file.
- Move the digital keys. Portal and website access, association email, payment portal, and the domain if the association owns one — administrative ownership, not just a login.
- Tell the owners once, clearly. One announcement: why, when, who to contact, and how to pay assessments starting the first of the month. Ambiguity here generates a hundred phone calls.
- Reconcile and close out. A final accounting from the outgoing manager, matched against the opening balances the incoming manager records. Do not skip this step; it is the only one you cannot redo later.
Two scheduling notes worth having: run a transition in a slower stretch of the year rather than into budget season if you have the choice, and keep the outgoing manager's obligations professional and documented — the relationship ends better when it ends in writing. This is general practice for Florida boards, not legal advice; confirm notice and voting requirements against your own governing documents and your association attorney.
How an Engagement Starts
Board conversation
A call or a meeting with the board — the community's size, the documents, the current pain, and the work already on the horizon. No cost, no pressure.
A written proposal
Scope, the named manager, the reporting package, response-time standard, and the fee — in a form the board can compare against any other proposal on the table.
Transition & first 90 days
Records, money, vendors, and owners moved on the checklist above — then the first clean monthly package, the compliance calendar, and a walk of the property.
🏘️One licensed contact. BeacCorp is not a call center. Boards deal with Randolph — a licensed Community Association Manager (CAM34850), Certified General Contractor (CGC1528750), and Certified Roofing Contractor (CCC1332751), born and raised in West Palm Beach, with a
BBB A+ Accredited firm behind him.
See the full BeacCorp Property Management page ↗
HOA Management — FAQ
What does an HOA management company actually do?
Four things: governance and board support (notices, agendas, packets, minutes), financial management (assessments, ledgers, payables, monthly statements, budget preparation), maintenance and vendor oversight (work orders, scopes, bids, certificates of insurance), and owner communication and records (questions answered, estoppels produced, official records maintained). The board sets policy and votes; the manager executes and documents.
Is BeacCorp licensed to manage community associations in Florida?
Yes. Randolph Scott Bell holds Florida Community Association Manager license CAM34850, and the firm holds CAM firm license CAB3255. Both can be verified through the Florida DBPR license search, and BeacCorp is a BBB A+ Accredited Business.
Do you manage condominium associations as well as HOAs?
Yes — HOAs, condominium associations, co-ops, and planned communities throughout Palm Beach County, along with individual rental properties for owners and investors through BeacCorp Property Management.
Who will our board's point of contact be?
Randolph. BeacCorp is deliberately not a call center with a rotating rep — the board works with one licensed manager who also holds the contractor licenses, and the standard is a response to any board or owner contact within 24 hours.
What does HOA management cost?
It depends on the number of units, the scope in the management agreement, and what the community needs — a 40-unit condo and a 400-home HOA are different contracts. The proposal and the consultation are free. Our property management fees guide explains how management pricing is typically structured in Palm Beach County and which extra charges to look for before signing, and you can get a quote by calling (561) 779-3213.
Do you mark up maintenance and vendor invoices?
No. Vendor invoices are passed through at cost — the association sees exactly what we see. It is a fair question to ask every firm you interview, and the answer belongs in the management agreement rather than in a sales meeting.
How long does it take to switch management companies?
Most transitions run about 30 to 90 days depending on the size and complexity of the community, and the clock is usually set by the notice period in your current management agreement. Read that clause first — everything else keys off those dates. The ten-step checklist above covers records, bank accounts, vendors, portal access, the owner announcement, and the final reconciliation.
What records should we collect before leaving our current manager?
Governing documents and amendments, the owner roster and ledgers, financial history and bank records, insurance policies, vendor contracts and current certificates of insurance, meeting minutes, inspection and study reports, warranties, and the physical items — keys, fobs, and gate codes. Inventory them before the handoff, not after.
Can you handle repairs and construction projects for the association?
Yes, and it is the main reason boards call. Randolph holds a Certified General Contractor license (CGC1528750) and a Certified Roofing Contractor license (CCC1332751) alongside the CAM license, so an engineer's findings can be turned into a scoped, priced, supervised project instead of a second search. See roofing, concrete restoration, and impact windows & doors — the three line items that dominate most association budgets here.
Does our building need a milestone inspection or a SIRS?
Both obligations apply to condominium and cooperative buildings three habitable stories or higher, and the details — the age triggers, the phase one and phase two process, the eight SIRS components, and where reserve funding now stands — are laid out in our milestone inspection & SIRS guide for Palm Beach County boards, with a shorter summary in the board compliance section of the main property page. Confirm your building's specifics with your local building department and association attorney.
Can a management company make decisions for our board?
No. The board governs the association; the manager carries out the board's decisions and keeps the record of them. A manager who is comfortable telling a board no — and who documents what was decided, when, and by whom — is protecting the association, not obstructing it.
What communities do you serve?
Palm Beach County, Florida — including West Palm Beach, Loxahatchee and The Acreage, Wellington, Royal Palm Beach, Greenacres, Lake Worth, Boynton Beach, Palm Beach Gardens, and Jupiter.
How do we get a proposal for our association?
Call (561) 779-3213 or use the form on the BeacCorp property page. The first step is a conversation about the community, the documents, and what the board needs fixed — then a written proposal the board can set beside any other.