Job Overview:The Compliance/Violations Coordinator is responsible for conducting regular inspections of the entire property to ensure compliance of the Association's Governing Documents: Articles of Incorporation, Declaration of Covenants, Restrictions and Easements, Rules and Regulations including standards developed by the Architectural Control Committee and complaints submitted by residents.Your Responsibilities:
Develop and maintain a working knowledge of the Associations' Governing Documents: Articles of Incorporation, Declaration of Covenants, Restrictions and Easements, Rules and Regulations and the Architectural / Landscaping Standards as well as standards set forth by the Architectural Control Committee.
Conduct regular inspections of Home Lots and homes for the purpose of identifying violations of Governing Documents.
Initiate and complete the violation process, according to the approved violation procedures, for all violations to ensure compliance by Homeowners.
Prepare weekly and monthly reports regarding the results of the inspection process as well as the compliance process.
Provide reports to the General Manager and the Board of Directors regarding all activities related to the compliance process including suggestions for improvement.
Work with Homeowners to provide guidance regarding plans of corrective action to achieve goal of compliance.
Prepare documentation with supporting evidence to substantiate violations that are being present to the Board of Directors and the Penalty Review Committee for their respective deliberations.
Prepare information packets for all respective Board Members or Committee Members along with a summary of events and supporting documents.
Inspect Association property and facilities including but not limited to clubhouse, fitness center, as well as all other on-site facilities to ensure that all compliances are being met.
Ensures compliance with the monitoring of licensure, permits, and other regulatory requirements for the Association as it relates to ACC Applications.
Works with Facility Manager to issue any violations that may arise from damage to Association Property.
Liaise with the Architectural Control Committee including but not limited to reviewing all ACC applications to ensure accuracy, inputting all ACC applications into applicable system, arranging for security deposit, attending all ACC meetings, recording and producing meeting minutes, recording all ACC decisions on application, recording and producing decision letters, communicating with Home Owners on the status of their application as well as answering any and all questions related to ACC policies and procedures, receiving inspection requests, performing compliance inspections, submitting for security deposit refunds, distributing refunds, and ensuring that all signatures are obtained to close and file the application.
Arranges the imposition of fines once confirmed by the Penalty Review Committee.
Monitors and tracks the collection of fines imposed as a Penalty.
Updates Use Restriction lists and notifies other staff members of any use restrictions because of a Penalty.
Follows up on all breaches to Use Restriction Penalty.
Ensure all processes, procedures, and policies follow applicable POA, local, state, and federal regulatory requirements.
Additional Duties:
Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
Sets up meetings for Board Approval process.
Keeps packages updated with new memos and policies as required.
Prepares any resident information packages that require Board approval, (i.e., Architectural Modification).
Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.
Follows safety procedures and maintains a safe work environment.
Demonstrates excellent customer service, communication, and time management skills.
Proos the monthly newsletter, assists with weekly communication.
Maintains daily log, records, and forms.
Monitors and controls access to the building.
Greets and directs residents, guests, and invitees.
Other duties as required.
Skills & Qualifications:
Bachelor's degree (B.A. or B.S.) in Business or related field from a four-year college or university, or equivalent combination of education and experience.
Background in Code Enforcement and/or Security a plus, but not required.
Minimum 2 years experience in training and working knowledge of policies and standards.
Strong working knowledge of customer service principles and practices.
Ability to read, analyze and interpret technical procedures, regulations, or documents with a similar degree of complexity.
Strong interpersonal skills.
Proficiency and working knowledge of Microsoft Office Applications.
Physical Requirements:
Physical demands include the ability to lift up to 50 lbs.
Standing, sitting, walking and occasional climbing.
The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time.
Driver's License Required. Driving daily will be a requirement.
Schedule: Tuesday through Friday, 9:00am - 5:00pm; Saturday, 10:00am-6:00pmWhat We Offer:As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.Compensation: $21.00 per hourDisclaimer:The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.#LI-KS1
