HOA Coordinator

HOA Coordinator for a high-end residential management company located in the Newport Beach, CA area.

This is a Temporary opportunity with pay range from $26-28/hr to cover for a leave from January through June. This is a full-time ON SITE position working Monday-Friday from 8:00 am - 5:00 pm. Company will complete background check along with DMV Record prior to start.

Responsibilities:

Architectural
Scan, route, and track receipt of architectural applications (including entering notes) in proprietary software; forward to the Architectural Review Committee (ARC) for review and determination
Respond to email and phone inquiries from homeowners, Boards of Directors, and ARC members; answer as appropriate and route to internal points of contact as needed
Verify, approve, and mail deposit refunds for architectural requests
Submit and track all internal ARC documentation (i.e. check requests) to internal team members
Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents related to the client
Coordinate and attend bi-monthly ARC meetings, prepare draft agendas, meeting minutes and any additional materials desired by the committee.
Perform community site reviews as directed to determine any ARC violations,
modifications without prior approval or any modifications made that are not consistent with approved plans
Conduct meetings on-site to review
Conduct exterior inspections of homeowner modifications, or improvement requests to verify specifications are in accordance with approved plans and/or Governing Documents
Prepare and send notice of ARC review results to homeowners and Neighbor
Notifications to all adjacent owners within the required time frame
Prepare and distribute reports and packets as needed/directed
Other duties and special projects as assigned

Compliance:
Perform community site reviews to determine violations of the Governing Documents and to ensure quality standard compliance
Prepare and mail compliance notices produced from site reviews and/or as reported by board members, or other management team members
Receive calls, communicate and collect written correspondence from homeowners regarding compliance matters
Conduct marine facilities for compliance and billing
Regularly communicate with multiple levels of staff to ensure effective channels remain open between HOA and homeowners, serve as a conduit to relay feedback appropriately and in a timely manner
Prepare compliance packets and reports and attend the compliance committee or Board meetings, in the absence of the Manager or as directed
Other duties and special projects as assigned

Administrative:
Submit work orders when needed for association-maintained areas, manage work order process, including follow-up and closing of work orders
Respond timely to inquiries from homeowners, vendors, via email, phone calls, etc.
Assist team with special projects for association needs, including research assist when needed with annual mailings or special projects
Maintain and file community/homeowner records
Coordinate and file association facility reservations
Attend periodic meetings for minute taking, and others (such as annual) to assist with check in
Assist team with meeting follow-up actions, including compliance letters, notices,
newsletters, flyers and any other document as needed
Other duties as assigned

Requirements:
High School Diploma (or equivalent); Associate’s Degree preferred
Experience with HOA Management is a MUST
Experience in architectural review is a big plus, but not required
Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills
Conflict resolution skills
Ability to meet deadlines and address time-sensitive issues
Superior multi-tasking skills
Excellent written and verbal communication
Ability to provide high-level customer service with astute attention to detail and
organization
Must be a team player
Ability to manage workflow amid shifting priorities
Willing to learn Company process and procedures, and learn/use proprietary software
Adaptable and dependable with a solid attendance record
Professional and respectful demeanor with all internal and external customers at all times
Able to be stationary for periods of time
Able to move up to (25) pounds, as needed