Is Your Manager MIA on Projects?

What Vendor Oversight Should Really Look Like in Your HOA

Vendors are the boots on the ground for your HOA — maintaining landscapes, repairing roofs, servicing pools, and executing capital improvement projects. But even the best contractors need oversight.

If your manager disappears once the contract is signed, or you’re constantly chasing updates, you’re not alone. And your association could be paying the price.

Why Vendor Oversight Matters

Strong vendor oversight is more than just making sure the job gets done. It’s about ensuring work is:

• Completed on time and to spec
• Within budget
• Communicated clearly to the board and residents
• Aligned with community standards and expectations

When a manager fails to stay involved in vendor performance, small issues can grow into big (and expensive) problems.

What Poor Oversight Looks Like

If you’ve experienced any of the following, your vendor oversight may be lacking:

• Projects stall with no updates
• Vendors show up unannounced or at inconvenient times
• Work is completed incorrectly or inconsistently
• Invoices arrive without verification or context
• Homeowners complain about a lack of notice or follow-up

These situations are often symptoms of a manager who is stretched too thin, reactive rather than proactive, or simply not prioritizing follow-through.

What Strong Vendor Oversight Should Look Like

Great vendor oversight includes:

• Clear project scopes — Confirmed expectations and deliverables from the start
•  Pre-start walkthroughs — To align on goals and prevent miscommunication
• Ongoing check-ins — Not just at the beginning or end, but throughout the project timeline
• Verified completion — Before invoices are approved, with documentation
• Resident communication — Timely updates to reduce frustration and disruption

This kind of active management reduces mistakes, improves quality, and builds trust across the board.

Boards Play a Role, Too

Vendor oversight isn’t just about management. Boards can support strong outcomes by:

• Reviewing and understanding scopes before approving contracts
• Asking for timelines and milestones
• Expecting regular updates and post-project reports
• Holding vendors (and managers) accountable

When the board and manager are aligned, vendors are more likely to perform — and to take your association seriously.

Final Thought

At Crummack Huseby, we believe effective vendor oversight starts with clear communication, aligned expectations, and a commitment to collaboration — between the board, management, and vendors.

We also recognize that vendor teams and supervisors may change. Transitions are part of any business. That’s why we prioritize consistency and clarity — so even when people change, the process doesn’t break down.

By staying engaged, setting the tone early, and working as a team, we help ensure projects stay on track, vendors are held accountable, and your community receives the quality it deserves.

If your current vendor oversight feels disconnected or reactive, we’re happy to share insights on what proactive support looks like — no pressure, just perspective.

Getting the Job Done Shouldn’t Mean Doing It Alone.

If your board is tired of stalled projects, inconsistent communication, or vendors who miss the mark, we’re here to help. At Crummack Huseby, we believe vendor oversight is a hands-on, collaborative process — not an afterthought.

Fill out the form below to learn how proactive management can protect your time, budget, and community standards.