Menu

National Leader in Reserve Studies

Serving the entire United States, The Helsing Group, Inc is a Founder of The Association of Professional Reserve Analysts and the CAI Reserve Study Committee.  We pride ourselves on the quality of our studies.

Request a Proposal

Our specialists carry both the Professional Reserve Analyst (PRA) and the Reserve Specialist (RS) credentials

Why We Are Your Best Management Choice

Hover to Stop Rotation - Select Topic from List

Accredited

A Recognized Leader

Out of many hundreds of Association Management Firms in California, only 16 that have been able to obtain accreditation.  We are proud to be recognized in the top 1% of all association management companies in California.  Accreditation requires us to meet high levels of internal financial controls, qualified and certified managers, levels of insurance, and quality of service that are very difficult to achieve.

The Team Approach

Our highly regarded reputation is founded on our professional management team, and we are proud of their exemplary work. A key strength of our management team is that the department has been designed to offer structure and support to its personnel. Traditional management firms use a more-or-less flat organizational structure, assigning a single individual to provide all administrative and management functions for a portfolio of several associations. That individual is then left to “sink or swim,” and their communities lack the benefit of the cohesive guidance and coordination offered by a team-oriented approach, guided by a senior level of management. By contrast, our management division operates with a supervisory and support structure designed to improve efficiency and ensure cohesive direction. Best practices and procedures are continually promulgated throughout the department, enabling our managers to focus on providing the highest quality service to our clients. 



Our highly regarded reputation is founded on our professional management team, and we are proud of their exemplary work. In order to attract and retain well-qualified team members, we offer a highly competitive salary and benefits package to our employees. We specifically seek out individuals who are decidedly career-oriented and take authentic pride in their work. All of our management personnel have been certified, or are working toward certification,  by the California Association of Community Managers (CCAM designation). 
 
A key strength of our management team is that the department has been designed to offer structure and support to its personnel. Traditional management firms use a more-or-less flat organizational structure, assigning a single individual to provide all administrative and management functions for a portfolio of several associations. That individual is then left to “sink or swim,” and their communities lack the benefit of the cohesive guidance and coordination offered by a team-oriented approach, guided by a senior level of management. By contrast, our management division operates with a supervisory and support structure designed to improve efficiency and ensure cohesive direction. Best practices and procedures are continually promulgated throughout the department, enabling our managers to focus on providing the highest quality service to our clients.
 
In addition to maintaining the industry-standard credentials, our managers participate in our own in-house training curriculum on a continuing basis. The team gathers regularly to keep abreast of such matters as new laws affecting associations, software updates to serve our clients more efficiently, and other new developments. 

Homeowner Support

Supporting our homeowners is our dedicated homeowner support department. They will be your first point of contact when you telephone our office, and are in the office all day to assist callers immediately. Our clients don’t get lost in voice-mail oblivion! Our homeowner support staff is familiar with our communities and trained to resolve many common issues. This helps to support some routine aspects of the workload so that your primary account management team can focus more attention on the larger issues affecting the community: inspecting the property, managing vendors and work orders, communicating with the membership, supporting the Board on policy matters, and other high-level tasks. Your account manager is also generally available to speak with callers promptly, unless he/she is on another call or visiting one of our properties, in which case the call is fast-tracked to be resolved as soon as possible. Each call we receive is promptly logged in our system and assigned a follow-up tracking number. This results in timely responsiveness and ease of follow-up – no more complaints about un-returned calls! 

Escrow Services

Our escrow department is located in-house to manage the legally required document transfers and disclosures upon the sale of a home at one of our client properties. This work is performed at no cost to the Association; all related fees are charged to the homeowner. We are also able to provide lender certificates (“HOA Certs”) upon a resale or refinance, with fees charged to the homeowner, if the Board so chooses.  Demands and Lender's Certificates can be purchased through CondoCerts to allow payment by credit card and rapid response. We work with your attorney to minimize the associations exposure to answering questions from lenders that are designed to push their liability to the association, while at the same time providing answers that will allow the home to be purchased or refinanced.

Member Discount Program

An Exclusive Value-added Benefit to members of associations managed by The Helsing Group

The THG-MDP program represents our desire to bring value-added benefits to homeowners living within communities managed by The Helsing Group. The ability for our members to save their hard-earned dollars through discounts for goods and services that they already use, or may need in the future, is a way to offset their HOA assessments and further help provide consumer support to those excellent businesses located within their communities or the surrounding areas.

Click Here to more information...

24/7 Access to Financials

Board Members have the ability to view all of the association's financial statements, both currently or at any time they desire in the past at the click of a button.  They can also view homeowner accounts, current bank balances, and the status of payments.  Basically they have access to 100% of the accounting functions 24/7.  While we still produce financial statements for the Board Packets and for the association's records, allowing Board members access at all times allows them to carry out their fiduciary duty without having to wait for monthly financials.

Bills Paid Online

Board Members may also go online and approve invoices and authorize payments.  We do not believe that managing agents should have check signing authority.  Our system allows for the treasurer (or other Board Members as the Board desires) to approve payment of invoices.  They have a unique electronic signature that allows the checks to be approved and signed electronically by that Board member.  This saves the association money and time which would otherwise be lost mailing invoices and checks to the Board and back.  Board members are notified by e-mail when invoices are ready for their approval and payment authorization.  This also expedites the payment of bills by several days over traditional systems while giving total transparency of the process to the Board.

Web Based Compliance

Our managers carry any one of a number of smart devices while conducting their inspections.  As they walk the property they can follow their progress on a map, and each home will show in a different color depending on if there are no violations, current violations, previous violations, suspended violations, or approved or pending architectural applications.  This removes guessing, particularly on large projects, concerning the history and current status of the home.  They can drill down on that history at that moment and view that history in as much detail as is necessary.  If there is an issue with a home, they use the device to record the violation and use the device's camera to take a picture of it.  The violation letter is then automatically prepared, or if an older un-cured violation exists it is escalated to the next stage in the compliance process, and the letter is transmitted back to the office for printing while the manager is still on site.  When law allows, the letter can also be transmitted to the homeowner by e-mail at that time.




ADT Discounts for our Homeowners

A Special Discount for Homeowners living in Associations managed by

 The Helsing Group, Inc.


Note:  The Helsing Group does receive a rebate on each sale to help defer our cost or providing this discount.  There is no obligation to purchase, but is rather a value added opportunity for homeowners in our managed communities.

WEB Based Arc Approval

The Architectural Application Process is also WEB based, and also uploads to our inhouse management program daily to interface with our management and bookeeping programs.  Once received in our office with payment, the homeowner's application is digitized and uploaded.  E-mails go out from the program to the members of the Architectural Committee notifying them that there is an application to review and providing a link to quickly enable them to open the application on their screen.  E-mails also go out periodically reminding them of the days remaining before automatic approval, and that countdown is visible as each application is viewed to avoid missing a critical date.

Arc Committee Online

The architectural committee members have access to a forum where they can see each other's comments and coordinate their decision.

Board Members optionally may also have access so they too can monitor these applications 24/7 if they have a desire to do so.  Approval or disapproval letters are sent by the manager through the program to the homeowner once the process is complete.

 




The committee members have access to a forum where they can see each other's comments and coordinate their decision.

Board Members optionally may also have access so they too can monitor these applications 24/7 if they have a desire to do so.  Approval or disapproval letters are sent by the manager through the program to the homeowner once the process is complete.

 

The committee members have access to a forum where they can see each other's comments and coordinate their decision.

Board Members optionally may also have access so they too can monitor these applications 24/7 if they have a desire to do so.  Approval or disapproval letters are sent by the manager through the program to the homeowner once the process is complete.

 

Bookkeeping

Essential Financial Services 

  • Keep books and records in accordance with generally accepted accounting practices
  • Maintain and reconcile the Association’s bank accounts
  • Expedite payment of the Association’s expenses as authorized by the Board of Directors
  • Prepare monthly financial reports, covering operating and reserve accounts, and submit for Board review
  • Send monthly assessment payment reminders via courtesy statements or coupons, at the Board’s choice
  • Arrange collection services for delinquent assessments at no additional cost to the association
  • Assist CPA/auditor in preparing reviews and/or tax returns
  • And much more!

 

Homeowner Account Access

Homeowners have access to our secure site 24/7 with a unique password.  While online they can view the status of their account, start and stop their own ACH payments, pay by credit card, or send inquiries directly to our bookkeeping department.  This makes it easy for homeowners to get their questions answered in a timely manner and allows us to keep our management and bookkeeping fees competitive.

 

Paperless - and Online!

All Association files are kept in paperless files.  This keeps items from getting lost and allows for easy trans portability by email or other electronic delivery.

Consistent with our total transparency policy to our association Board members. all of the association files are available online 24/7 in a secure manner.

Documents to which the law allows homeowner access are also available to homeowners online as as well.

There is no longer any reason to wait, or call, or email to get the document you misplaced or otherwise need access.

Owner Data Access

Homeowners can update their mailing address and other preferences online.  No reason to have to call or email us.

Homeowners can check and determine their current status, control their privacy options, chose to get automatic notifications when their payments are received or about to be late.

 

All data is secured and accessible only to that homeowner.

Total Transparency - 24/7

Everything we do is tracked in a database.  Every phone call, every email, every-online chat, every letter - everything!

Board members can check that database online 24/7,  When did we follow-up on the landscaper last?  Did that work order get submitted?  What was that homeowners concerns?

This saves hours of queries back and forth between Board members and the management team, and allows easy documentation of what happened and when.

Push Notifications

Homeowners can sign up to receive push notifications by either text message, email, or both. 

For some communities, this can really be helpful.  To get immediate notifications of emergencies, or that the boiler is out and the plumber is on the way.- thees push notifications are valuable.

For single family home communities, just general information is helpful.  "Don't forget to Vote" or "Reminder, there is a Board meeting Wednesday" are typical notifications that can help the homeowner know what is going on without having to research the matter.

Social Media

Community Chat

Traditional social media (Facebook, Yahoo, etc.) leave the association with potential liabilities for what is said as there is no practical way to ensure that only members have access.  We provide our members social media that will not allow those not a member of the association to obtain access.  the module is linked directly to our database which is reviewed daily against owner grant deeds in order to protect the membership from liabilities that can occur from more open sources.

 

Community Bulletin Board

Community on-line bulletin boards allow members to announce matter os interest.  "My daughter babysits"  Does anyone know a good plumber?"  "yard sale this weekend"  Having a place for other memebrs to loook and assist each other is a valuable tool.

Customer Feedback

We Insist on Quality Service

All homeowners who contact us are sent an online customer feedback form.  Those forms go directly to our CEO and any which are less than satisfactory he investigates personally and contacts the homeowner who was dissatisfied.

All Board members receive an online  feedback form a few days after the Board Meeting to allow the Boar Member to critique our performance.  Those too go directly to our CEO who personally investigates any that are less than satisfactory and he contacts the Board Member on the results.

Easy to Contact

We give homeowners as many was as possible to contact us - use whatever means your prefer.

  • Phone - 1-800-4Helsing - During business hours or 24/7 for emergencies
  • Fax - 1 - 925-355-9600
  • Email - CustomerService@Helsing.com\

 - All of the above contacts are logged into our database for processing.  Initial response within 4 business hours if not immediately.


  • Live Chat - Allows you to keep a copy of your session. These sessions are also recorded in our database.

  • Direct Entry - Submit your request into our database directly yourself at your association's home page.

No matter what method you use - your information is in our database and is visible to your Board of Directors 24/7 - See our "Total Transparency" notice.

Online Amenity Scheduling

Homeowners may go on line, see when amenities are available, and lock in their reservation on line.  No reason to call, and wait for a representative to discuss availability with you.

NEW HOMEOWNER IN THE COMMUNITY? 

 Request online access to your Association Web Site and Personal HOA Information ...Click Here


LOOKING FOR SALE OR RE-FI DOCS, OR OTHER FINANCING INFORMATION?

 Request demands, HOA certificates, and other documents ...Click Here

REQUEST A MANAGEMENT PROPOSAL

 Let us show you how our services can help you succeed and ease your concerns ...Click Here


REQUEST A RESERVE STUDY PROPOSAL

National leader in Reserve Studies. Founder of APRA and CAI RS Credentials. PRA and RS Credentials...Click Here