Administrative Assistant (Compliance)

Position Summary:

Primarily responsible for providing administrative assistance to assigned Community Managers which includes customer service, preparing/mailing violation letters and overall administrative duties that lead to the success of on-going projects as well as for ensuring Architectural Guidelines and Governing Documents are upheld within designated communities by thorough knowledge of CC&Rs and Design Guidelines. Providing both customer service and education to homeowners in respect to compliance and submittal processes to ensure the overall success of the community.

Position Responsibilities:

• Provides direct support to assigned Community Managers in order to meet community standards.
• Addresses customer issues and ensures effective, long-term solutions.
• Provides customer service to homeowners via phone and email.
• Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and maintaining spreadsheets, etc.
• Maintains an effective process for tracking architectural submittals.
• Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
• Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
• Works with vendors to provide direction and collect bids per the manager.
• Designs brochures, pamphlets, handouts, etc. for communities.
• Maintains strict adherence to community and company deadlines.
• Provides relief to front receptionist.
• Partners with homeowners to educate and ensure effective, long-term solutions.
• Research issues of non-compliance and prepares documentation for Committee/Board review.
• Records and tracks compliance information through company database.
• Maintains detailed records of compliance through investigations and follow up reports of non-compliance.
• Investigates issues of complaints/accusations brought against second parties by homeowners and makes determinations based on these findings.
• Oversee the preparation of all compliance notices, fine notices and all related compliance issues as well as landscape and architectural submittals.
• Conducts routine property tours/inspections of all lots in the Community to ensure compliance with Association CC&Rs.
• Educates homeowners, staff and realtors on proper submittal processes and compliance administration.
• Meets with and provides ongoing education to homeowner committees.
• Utilizes a computer software tracking system (VMS) that ensures timely implementation of compliance.
• Monitors software database to uphold guideline standards.
• Performs other related duties as directed.

Knowledge, Skills and Abilities:

• Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet, and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment

• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Utilizing a computer in an office setting.
• Utilizing personal vehicle to perform routine physical inspections of the Community.

Qualifications Behaviors Preferred Loyal: Shows firm and constant support to a cause Dedicated: Devoted to a task or purpose with loyalty or integrity Team Player: Works well as a member of a group Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Education Required High School or better. Experience Required Experience working in an administrative support role within an office environment supporting management and providing customer service to internal/external customers and clients. Valid Driver's License. Preferred Experience working in an administrative support role with an HOA/Property Management organization to be familiar with CC&R's, compliance, resident relations, etc. Equal Opportunity Employer
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