Property Management

Portview Property Management takes a proactive and tailored approach to facility maintenance, ensuring that the unique needs of your community are met. Our commitment to hands-on management means we provide regular property inspections to promptly identify maintenance requirements and help establish preventative maintenance plans for the future. We have a network of certified vendors with proper licenses and insurance, and we actively support the board in obtaining bids and overseeing projects. In emergencies concerning the common elements of your community, we're available 24/7. 

Our maintenance services include:

On-Site Property Inspections:

   - Conduct regular property inspections led by your community association manager as specified.

   - Present inspection results to the board, ensuring transparency and timely action.

On-Site Staff Management:

   - Handle the hiring, training, scheduling, and supervision of on-site staff.

   - Assist the board in developing clear job descriptions for on-site personnel.

Long-Term Maintenance Programs:

   - Collaborate with the board to establish and plan for long-term maintenance programs, focusing on the community's sustainability.

Vendor Oversight:

   - Monitor all vendors contracted by the association to guarantee quality and compliance.

   - Solicit competitive bids from qualified contractors on behalf of the association.

   - Obtain project specifications when necessary to ensure accurate work.

Contractor Compliance:

   - Ensure that all outside contract labor is properly licensed and insured, mitigating risks and liabilities.

   - Keep current contract summaries to track the status and performance of contracts.

Work Order System:

   - Maintain a work order system to promptly address unit owner and association service requests through an owner online portal, enhancing efficiency and communication.

Emergency Services:

   - Offer on-call emergency service to respond swiftly to any emergencies involving the community's common elements, prioritizing the safety and security of your community.

At PPM, we go above and beyond to maintain and enhance the functionality and value of your community's facilities through a holistic and dedicated approach to property management.

Portview Property Management embraces a collaborative team approach to management that initiates with the initial account transition and persists throughout the duration of our partnership. 

Our management services include:

Meeting Coordination:

   - Coordinate and inform all members of meeting dates, promoting transparency and community involvement.

Board Meeting Participation:

   - Attend board meetings as required and provide comprehensive written management reports and board packages in advance of the meeting.

Administrative Services:

   - Coordinate all administrative services, including routine and special correspondence, mail-outs, and related tasks.

Governing Document Enforcement:

   - Assist the board in reviewing and enforcing the association's governing documents, ensuring compliance.

Sales/Rental Application Processing:

   - Coordinate the approval of sales and rental applications as needed.

   - Issue parking decals, pool tags, gate access, and other relevant documents to facilitate smooth operations.

Insurance Oversight:

   - Vigilantly monitor the association's insurance policies to guarantee adequate coverage and compliance with regulations.

Personnel Management:

   - Employ all necessary personnel required to maintain the property in adherence to local, state, and federal laws.

At PPM, our dedication to collaborative management ensures that your community operates smoothly, in compliance with all regulations and governing documents, promoting transparency and accountability.

Portview Property Management understands the vital role that financial accounting plays in managing real estate investments. Our accounting services are designed to provide you with clarity, accuracy, and control over your property portfolio's financial aspects. Whether you own residential or commercial properties, our dedicated team will work closely with you to ensure your financial goals are met.

Our accounting services include:

Annual Budgeting:

- Prepare annual budgets that align with Florida Statutes, featuring year-to-date actuals and manager projections.

- Offer comprehensive budget packages complete with line-by-line explanations for budgeted figures and replacement schedules.

Payment Collection:

- Efficiently collect maintenance and special assessment payments.

- Prepare delinquency reports, send owner reminder letters, and facilitate the timely filing of liens with the association's attorney while closely monitoring payment progress.

Owner Database Management:

- Maintain an up-to-date database of owner mailing addresses and additional contact information as provided.

Special Project Funding:

- Provide support to Boards in exploring special project funding options.

Real Estate Closings:

- Prepare estoppel verification documents for real estate closings.

Monthly Financial Reporting:

- Generate monthly financial reports tailored to each community association.

- Present financial data in a user-friendly format, including balance sheets, income statements with actual vs. budget comparisons, check registers, delinquency and pre-paid reports, bank statements, reconciliations, and detailed general ledger and journal reports.

Year-End Financial Reporting:

- Deliver year-end financial reports to the association's membership, promoting transparency and financial accountability.

IRS Reporting:

- Handle the mailing and filing of vendor 1099 forms with the IRS.

Expense Management:

- Process payments for all approved association expenses.

Portview Property Management offers these comprehensive accounting services designed to ensure transparency, accuracy, and informed decision-making for property owners and investors.

At Portview Property Management, our project oversight service is a distinctive and invaluable offering that sets us apart. We take pride in leveraging our highly experienced in-house construction team to expertly scope out the most suitable contractors for various projects and minimize costs. This unique service not only ensures quality work but also takes a significant burden off homeowners and condo boards by shouldering the responsibility of contractor selection and cost management. We present all project recommendations to the board for approval, providing transparency and collaboration. 

Construction Team with Over 25 Years of Experience:

   - Our in-house construction experts bring a wealth of experience to the table, allowing us to make informed decisions about contractor selection.

Contractor Screening:

   - Our team meticulously selects the most appropriate contractors for each project, ensuring a tailored approach that meets specific needs.

Cost Minimization:

   - We focus on minimizing costs without compromising on quality, helping homeowners and condo boards get the best value for their investments.

Professional Project Oversight:

   - We provide comprehensive project oversight, ensuring that all work is executed to the highest standards and in accordance with established timelines.

Quality Assurance:

   - Our construction management service places a premium on quality assurance, ensuring that all work is carried out to the highest standards and complies with regulations.

Portview Property Management's project oversight service is designed to simplify the construction process for homeowners and condo boards, providing them with the peace of mind that comes from knowing they are in capable hands, and that their investments are being expertly managed.

Portview Property Management offers a unique financial planning service that distinguishes us as a trusted partner in property management. We have a dedicated financial team with over 25 years of experience whose primary focus is to optimize cost efficiencies. We work closely with property owners to improve financial performance, and with any surplus we identify, we ensure it goes back into the owners' pockets. Our commitment to enhancing cost management not only increases profitability but also provides owners with a transparent and beneficial financial experience that sets us apart in the industry.

Financial Team with Over 25 Years of Experience:

   - Our in-house financial experts bring a wealth of experience to the table, offering invaluable insights and expertise.

Cost Efficiency Improvement:

   - We collaborate with property owners to identify opportunities for improving cost efficiency across various aspects of property management.

Surplus Redistribution:

   - Any identified cost surplus is not left unutilized; we ensure it is reinvested to benefit property owners.

Profitability Enhancement:

   - Our financial consulting service is designed to increase profitability while maintaining transparency and compliance.

Customized Financial Strategies:

   - We develop tailored financial strategies that align with the unique goals and needs of property owners.

Owner-Centric Approach:

   - Our commitment to putting owners' interests first ensures that any cost savings directly benefit them.

Portview Property Management's financial planning service is a proactive approach to optimizing financial performance, improving cost efficiencies, and ensuring that any surplus goes back into the pockets of property owners.

Portview Property Management (PPM) leverages an online owner portal to enhance productivity and facilitate seamless communication between managers, the board of directors, committee members, and residents. The online portal provides instant access to a wealth of information and ensures secure record-keeping both locally and out of state.

Our online portal services include:

Payment History Monitoring:

   - Owners can view their individual unit payment history activity, promoting transparency.

   - Board members gain access to their association records, facilitating financial oversight.

Work Order Request Management:

   - Create and monitor work order requests for timely issue resolution.

Violation Status Tracking:

   - Easily monitor the status of violations, ensuring prompt and effective enforcement.

Document Access:

   - Instantly access association governing documents and essential operations information, aiding in informed decision-making.

Event Calendars:

   -  Stay informed about upcoming events and community activities using a calendar accessible on the owners online portal.

Document Provisions Reference:

   - Access specific document provisions for reference in association communications, ensuring accurate information dissemination.

Notification Alerts:

   - Receive timely notifications when action is required on active violations, condo dues or maintenance service requests, promoting proactive management.

At PPM, we embrace innovative solutions to empower board members, owners, and residents with the tools they need for efficient community management and seamless communication.