01
Organize resident inquiries
Record the property, category and communication history. Route questions to the responsible manager and connect duplicate threads.
What you get back: A resident request log with one current status
For community association managers
Virtual assistants for HOA management
Turn scattered resident emails into organized requests your manager or board can act on. KTD recruits and prepares your assistant for community association work and the responsibilities you agree before handoff.
Find your assistantHelp the board review the request, not reconstruct it.
An owner submits an exterior change, then sends revised drawings in another email. Someone asks whether the request made the agenda. The manager is left piecing together the record.
An assistant can gather requested materials, track correspondence and prepare a packet with a clear status. The association's decision stays connected to the version actually reviewed.
The work to hand off
Keep association requests and decisions connected.
02
Assemble application packets
Use the association's checklist to collect forms, plans and supporting materials. Flag missing entries and preserve revised versions for the reviewer.
What you get back: An indexed architectural request packet
03
Prepare meeting follow-up
Collect agenda inputs and assigned actions from approved meeting notes. Bring unresolved items forward with the relevant decision attached.
What you get back: An association action register with supporting references
04
Distribute approved responses
Send the manager's or board's approved communication to the authorized recipient. Record the version sent and any follow-up requested.
What you get back: A communication record linked to the association's decision
Illustrative workflow
From exterior-change request to a board-ready packet
Choose one association's checklist and distinguish submission, review and response states.
The owner submits
Assistant preparesRecord the property, request and supplied files.
Your team decidesWhich checklist and review route apply.
The packet is assembled
Assistant preparesRequest listed missing materials and index current versions.
Your team decidesWhether the submission is ready for consideration.
The board reviews
Assistant preparesProvide the packet and record the outcome from approved notes.
Your team decidesApproval, conditions, denial or a request for information.
The response goes out
Assistant preparesDistribute approved wording and retain the sent version.
Your team decidesFurther interpretation or a change to the decision.
Illustrative example — not a client record
An exterior-change packet with one missing item
A packet index shows the reviewer what is present and what still needs to be requested.
- Request reference
- Example entryHOA-032; Lot 18 exterior fence proposal.
- What to provide or checkConnect the packet to its property and request.
- Checklist supplied
- Example entryManager's checklist requires the application, sketch and material description.
- What to provide or checkIdentify requirements supplied by the association.
- Files on hand
- Example entryApplication and revised sketch received; material description missing.
- What to provide or checkDistinguish current files from the outstanding item.
- Resident communication
- Example entryApproved request for the material description sent; reply pending.
- What to provide or checkShow what has already been requested.
- Review handoff
- Example entryManager checks readiness after the description arrives.
- What to provide or checkName the person determining the next review step.
Ready to hand over when: The manager can find current files, identify the missing checklist item and see the request history without inferring an architectural decision.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Do resident requests create a steady coordination workload?
A useful fit when
- Applications and inquiries regularly need document collection and follow-up.
- Each association can name its checklist, reviewer and communication route.
Discuss the setup first
- You need someone to interpret rules or resolve disputes independently.
- Communities share records without clear access boundaries or decision owners.
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
The association makes the determination.
The assistant keeps the process organized while the manager, board and qualified advisers retain their responsibilities.
- Governing-document interpretation and architectural determinations stay with designated decision-makers.
- Enforcement actions, penalties and disputes require authorized review.
- Your team controls resident-data access, message approval and payment-related authority.
Bring the checklist residents are asked to follow.
- 01An application checklist and a redacted completed request.
- 02How each community identifies properties, committees and reviewers.
- 03Your management portal, document tools and required experience.
- 04Response templates, meeting cadence and priority-setting contact.
Recruit. Prepare. Hand over.
Recruited for you. Trained for your industry.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
Choose the support behind your hire.
Managed assistant
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportDirect hire
We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Before you bring someone on
- Can an assistant help with architectural applications?
- Yes. Collecting checklist materials, organizing versions and preparing a review packet can be part of the role. The association determines requirements and decides the application.
- Can one assistant support several associations?
- Discuss the number of communities, request volume and meeting schedules. Each association needs identifiable rules, records and decision owners, with someone setting priorities when work overlaps.
- Can residents receive status updates?
- Yes, using definitions and wording you authorize. A useful update distinguishes received, awaiting information and under review without implying the board has decided.
- How is the assistant prepared for community management?
- KTD recruits and prepares for the niche and agreed responsibilities before handoff. We discuss your portal, community processes, required skills, hours and preparation time during matching.
- Is this a full-time service?
- Managed support provides a dedicated, full-time assistant with ongoing KTD support for a monthly fee. Direct hire covers recruitment and training before you hire into your team for a placement fee; hours, scope and terms are discussed.
Make the next association request easier to act on.
Bring a request that took too many emails to resolve. We will use that process to define the records, follow-up and preparation your assistant needs.
A different kind of business?
Explore other ways to organize the work around your team.