**Community Operations Coordinator**

1 week ago

Corona California, United States RealManage Full time
**Job Title: Architectural Coordinator / Office Assistant****Company: RealManage / Walters**

RealManage / Walters, a national Inc. 5000 firm, delivers services to homeowners' associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities.

**Job Summary:**

The Architectural Coordinator / Office Assistant is a key member of our team, responsible for providing administrative support to the Community Director and ensuring the efficient operation of the on-site office.

**Responsibilities:**
  • Assist the Community Director with administrative tasks, including responding to homeowners, residents, contractors, and other service providers.
  • Log comments and voicemails in the appropriate platform for review by the Community Director and/or Board of Directors.
  • Maintain and update homeowner/administrative files as needed.
  • Issue work order requests and delegate to appropriate parties within scope of authority and verify completion and date.
  • Respond to calls and take appropriate action to minimize damage or loss, while considering the safety and security of homeowners, guests, and others.
  • Complete an incident report if necessary.
  • Maintain the clubhouse office in a clean, organized, neat, and professional manner.
  • Make contact with vendors at the discretion of the Community Director to complete a variety of services needed for the community.
  • Assist Community Director in verification of violations, as received from support staff, homeowners, and/or residents.
  • Review the community app on a regular basis, but no less frequently than monthly, and update as needed.
  • Check mail and overnight drop box for correspondence daily.
  • Respond to residents as needed.
  • Register residents, guests, caregivers, and approved vendors using the biometric access system or other form of access system.
  • Audit biometric or other access system monthly and recycle any unused access codes. Remove any prior owner and/or resident from the system.
  • Audit facility access log and eliminate any outdated vendor/residential access.
**Architectural Control:**
  • Receive, review, and research all ARC applications and correspond with residents to ensure that all material is included that will provide the best chance of ARC approval.
  • Prepare and submit all applications for review.
  • Scan and upload all applications into Smart Webs – daily (as submitted).
  • Add any new applications to the running agenda for posting – daily.
  • Write meeting minutes and send out ARC letters.
  • Facilitate monthly ARC meetings; write meeting minutes/send out post-meeting letters to residents.
  • Track approval and denial time frames for each application. Work with inspector to get new photos after permit expires.
  • Review completed ARC projects for compliance. If not in compliance or incomplete, reach out to Owners – as required.
  • Complete a weekly inspection and notify owners of any unauthorized work being completed, if requested or required.
  • Update Smart Webs architectural and/or violation module.
**Meetings:**
  • Post notices at clubhouse and on bulletin boards (all recreation area sites).
  • Attend committee meetings when requested with the approval of Community Manager and/or Board of Directors.
  • Maintain bulletin boards at all sites and update monthly.
**Maintenance:**
  • Assist the Community Director with the inspection of all facilities, including but not limited to the pool areas, parks, tot lots, etc., on a regular basis, if requested or required.
  • Record any deficiencies, especially those affecting the safety and security of residents, which pertain to the common areas of the community.
  • Inspect the community signs for wear and make recommendations for replacement, if needed, to the Community Director.
  • Issue work orders to maintenance staff when the scope of work exceeds typical maintenance responsibilities.
**Community Events:**
  • Develop an annual list of community events ensuring that the total expenditure to hold these events shall not exceed the approved association's annual budget.
  • Obtain needed contracts/proposals for Board member signature for various entertainment and/or refreshments. Submit any necessary check requests for deposits and/or payment for entertainment, refreshments, etc.
  • Cause for the coordination and schedule the various activities.
  • Cause for the procurement of refreshments, supplies, etc. for the event.
**Qualifications:**
  • Current CPR and AED Certification, if required.
  • Able to type a minimum of 45 wpm. A typing certificate may be required.
  • Hold and provide a valid California driver's license and can provide proof of insurance.
  • Excellent verbal and communication skills.
  • Attention to detail.
  • Experience working for a community association is preferred.
  • Ability to establish and maintain productive working relationships with all staff, volunteers, committee members, and residents.
  • A positive customer service attitude and tactful manner.
**Pay and Benefits:**

$17.50 to $21.00, depending on education and experience.

Benefits include:

  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Life and Disability Insurance
  • HSA (Required High Deductible Medical Plan to be eligible)
  • FSA
  • Education Reimbursement
  • 401K matching
  • Employee Assistance Program (EAP)
  • 11 paid Holidays

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