How we work
From request to closed job ticket
Every request to HOA Services becomes a numbered job ticket owned by one account executive. It travels from submitted to closed with photos at each step, and the status comes to you by email.
On-demand requests
Five stations from submitted to closed
Submit Your Request
Send the request by email, by phone or through the web form, whichever is quickest for you. Give the unit location, a phone number where the account executive can reach you, and photos of the problem if you have them. If you already know the materials involved, say so. A board member, a community manager or a resident filing for a unit can all start here, and the more the request shows, the less back and forth there is before work is lined up.
Receive Your Job Ticket
Your request becomes a job ticket, and the account executive assigned to your community takes it from there. That person gathers the details and, when the problem needs eyes on it, dispatches a technician to assess. You hear from one person only, the same account executive who handles all of your projects and requests, so you never have to work out who to call about a job that is already moving.
Work is Scheduled
The account executive coordinates access and sets the schedule around the property. When the work will reach into units or shared spaces, notices to tenants and residents can be distributed in advance, so nobody meets a ladder or a crew unannounced. Routine janitorial runs on its agreed checklist, and seasonal maintenance runs on the calendar the account executive built for the year, with crews pre-scheduled.
Technicians are Dispatched and Complete the Work
Technicians arrive, assess, procure the materials and make the repair, then clean up and remove the debris. They photograph the job before, during and after, and submit those photos with any notable details they saw along the way. Because the crews work with an eyes up mindset, that note is often where the next problem on the property first shows up, well before it becomes the board's problem.
Quality Checks and Finalization
Before a ticket closes, the work is checked and a detailed report is written. The account executive emails you the status with the photo documentation attached, so the record of what was found and what was done sits in your inbox. On the janitorial side, an experienced Janitorial Supervisor performs the quality checks and reports. Then the ticket is invoiced by property and closed.
Invoicing
Job tickets are invoiced by property within 5-7 business days, and are due upon receipt.
“We believe that quality of service is founded in superior procedures, delivered at a local level, by great people, and nurtured by transparent and personal communication.”
“I am a Community Manager for HOA's and contract services with HOA Services quite frequently. Eric Doyle is always extremely responsive and always does an outstanding job! He is always great about keeping me updated with the progress of each project, and always lets me know once it's completed. Many of my Boards have also complimented his work. If you ever need to use HOA Services, make sure to ask for Eric.”
Free proposals
Open the first ticket for your property
Maintenance, janitorial and repairs proposals are free, and the account executive who would be assigned to your community contacts you directly. The office is open Mon-Fri 7:30am-4pm.