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Covenants Coordinator/administrative Assistant

3 months ago

Palmetto, United States Castle Group Full time

Overview:
The Covenants Coordinator is responsible for executing scheduled visual inspections of the community to ensure that homeowners are following the requirements regarding maintaining the general appearance of their homes and surrounding property as indicated in the Declaration of Covenants of each Association.

The Covenants Coordinator provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it related to this function. This includes working interdepartmentally, as well as, with our external customers.
- Answers telephones promptly and assists residents with questions and concerns.
- Inputs/Processes/Closes work orders as required for landscape, maintenance.
- Tracks resident issues to enable Property Manager to identify major problems or trends.
- Maintains Association files, mail, binders, and office supply inventory.
- Attends Board Meetings Creates/posts newsletters and notices.
- Maintains homeowner roster, database, mail instructions and homeowner files.
- Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
- Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
- May be responsible for processing of Association expense checks.
- Assists residents with account balance inquiries.
- Ensures all safety precautions and procedures are followed while performing duties.
- Performs property inspections as directed by Community Association Manager.
- May be assigned other duties by Community Association Manager.

**Responsibilities**:

- Inspections based on a cycle where by the community is divided into equal sections with one section being inspected each week.
- Weekly inspections based upon a four-day field inspection. Letter writing is completed on the fifth day so that the Violations Coordinator is open to do follow up inspections on immediate action violations and fine violation follow up.
- Conduct monthly boat inspections in order to complete visual inspection of properties, if applicable.
- Update all inspection data into Jenark system.
- Print and mail-out all violations notices on a weekly basis.
- Provide residents with the information necessary to correct the violation in a timely manner.
- Attend monthly Violations Hearing meetings.
- Attend Board meetings upon request to address violation appeals.
- Report fines to Castle Management’s Accounting and/or Property Manager for disposition.
- Attend and takes minutes at monthly Rules and Regulations Committee meeting.
- Assist in investigations, tape/log reviews for any unusual incidents.
- Assist Community Association Manager with any special requests.
- Resolves and follows-up on violation complaints/issues.
- May be assigned other duties by the on-site Community Association Manager.
- Follows safety procedures and maintains a safe work environment.

Qualifications:
**Education/Training/Certifications/Licenses**:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.

**Experience/Knowledge/Skills**:
Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills. Strong writing skills.

**Computer literacy**:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.

**Language requirements**:
Bilingual preferred but not necessary, depending on the community.

**Travel and availability requirements**:
May be required to travel for training sessions off-site on an ad-hoc basis. May be occasionally required to cover for staff at other communities within a reasonable commuting distance when needed.

Ability to work extended hours and weekends based on project requirement. Ability to respond to emergencies and callouts in a timely manner.

**Physical Requirements**:
Ability to lift up to 30 lbs. and work in an upright standing or sitting position for long periods of time. Handle, grasp and lift objects and packages. Reach with hands and arms. Communicate, receive and exchange ideas and information by means of the spoken and written word. Ability to quickly and easily navigate the property/building as required to meet the job functions. Complete all required forms.

Must be able to operate a golf cart or other motor vehicle.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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