You can request a look-ahead schedule from your GC or as Chris stated, create your own to keep track of resources, delays, and other tasks.

Based in Miami, FL, they have a strong track record of successfully completing projects.

There's a ton of resources here on BiggerPockets, you're on the right track! 

What are the best strategies you’ve used to minimize this risk and keep projects on track? 

Given this is the 21st century with internet & AI, you'd think the state governments would create an easier way to track all this!

You only need a place to track tenant information, payment history, maintenance, etc.

I don't understand how you can't track them down.You could stop paying HOA dues, and that will force them to contact you.As for the PM, I would instruct them to hold off on painting until the termite issue is resolved, which includes providing you with contact information of the HOA board.

and for anyone that doesnt know, this guy helps track a lot of ways to get points.https://thepointsguy.com/

What are the best strategies you’ve used to minimize this risk and keep projects on track? 

They offer competitive terms and have a robust track record, but you may find their rates and points can vary based on the specifics of the deal.Roc Capital: They focus on fix-and-flip loans with favorable LTVs, and they’re known for quick underwriting.