What does a Management Coordinator do?
The Management Coordinator is one of the owners designated to take the lead on certain practical responsibilities for the property. Joynt automates much of the ongoing work, while the Management Coordinator makes sure the right people and services are in place and steps in when something needs attention.
When several people own a home together, someone still needs to make sure things actually get done. One of the owners serves as the Management Coordinator, acting as the group's point person for certain property responsibilities. The owner who initially sets up the group in Joynt starts in the role, and the group can later vote to appoint another owner.
What does the Management Coordinator actually do?
Think of the Management Coordinator as the owner who takes the lead when the property needs a person to act on behalf of the group. Joynt handles much of the routine coordination and recordkeeping around that role.
Their responsibilities include:
- Setting up cleaning and inspections. The Management Coordinator hires the property's professional cleaner and adds their contact information to Joynt. The platform then automatically keeps the cleaner informed of the property's schedule so they know when the home needs to be cleaned.
- Handling repairs. When something needs fixing, the Management Coordinator gets estimates when required, hires qualified professionals, makes sure the work is completed, and arranges payment. For a Necessary Repair, the coordinator can generally move forward without an owner vote. The owners establish a cost threshold above which at least two bids must be obtained, and the coordinator can choose between those bids. If the work is a discretionary repair or improvement rather than a Necessary Repair, it requires owner approval.
- Keeping the bills paid. The Management Coordinator makes sure required property bills are paid from the group's funds and that financial records are maintained. Recurring bills can be set up for automatic payment through Joynt.
- Preparing the operating budget. The Management Coordinator prepares a draft budget based on expected property expenses and, when applicable, rental income. Joynt organizes the financial information and makes the budget available to the owners.
- Handling certain assessments when needed. If regular contributions won't be enough to cover required property expenses, the Management Coordinator can initiate the assessment process established in the agreement. They also administer reimbursement assessments when a particular owner is required to repay the group for an expense.
- Handling insurance claims. If the property experiences a loss that may be covered by insurance, the Management Coordinator determines whether a claim should be submitted on behalf of the group.
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Managing group rentals, when applicable. If the owners of a secondary home allow rentals, the Management Coordinator handles decisions, including setting rates and determining when the property is available to rent. They can manage the rental process directly or work with a rental management service.
For properties owned through an LLC, the Management Coordinator also makes sure required government filings and other administrative obligations needed to keep the LLC in good standing are taken care of. They also arrange for preparation and filing of the LLC's tax returns. Joynt provides organized property financial records that can be shared with the group's tax professional.
Does the Management Coordinator get to make decisions for everyone?
Not generally.
The Management Coordinator has authority to handle specific responsibilities assigned to them by the agreement. Other decisions still require the appropriate approval from the owners.
Necessary Repairs are a good example. If the water heater fails, the group doesn't need to hold a vote just to restore hot water. The Management Coordinator can get the appropriate professionals involved and move the repair forward, following the estimate requirements established by the owners.
But if someone wants to remodel the kitchen simply because they'd prefer a different one, that's a discretionary improvement and requires owner approval.
What does Joynt do versus the Management Coordinator?
A lot of the role is human judgment + software doing the repetitive work.
The Management Coordinator hires the cleaner; Joynt keeps them informed of the property schedule. The coordinator sets up recurring bills; Joynt automates the payments and maintains the financial history. The coordinator works with the tax professional when applicable; Joynt provides organized property financial records to support tax preparation.
Who becomes the Management Coordinator?
The person who initially sets up the group in Joynt starts as the Management Coordinator, so the group has a point person from the beginning.
Can we change our Management Coordinator?
Yes. The owners can replace the Management Coordinator by identifying and approving another eligible owner to take over the role.
If the Management Coordinator resigns or is no longer a party to the agreement, the group follows the replacement process established in its agreement so the role doesn't remain vacant.
Why have a Management Coordinator?
Some responsibilities work better with one clear point of contact. A cleaner needs to know who hired them. A contractor needs someone to approve the work. A tax professional needs someone to coordinate with.
The Management Coordinator fills that role. The owners still make decisions together when approval is required, but the Management Coordinator is the person responsible for moving certain tasks forward and making sure they get done.
