Position Summary:
Primarily responsible for assisting the Design Review Committee (DRC) Operations Manager in ensuring the Association Governing Documents and Residential Design Guidelines are upheld within the community. Responsible for assisting the Operations Manager with customer service and education to residents and contractors with respect to compliance and the DRC submittal process. Will also provide general office administrative assistance which includes customer service, preparing/mailing violation letters, submittals, correspondence, telephone support and overall administrative duties that lead to the success of on-going projects.
Position Responsibilities:
- Act as the primary point of contact for the Design Review Committee, ensuring smooth communication and coordination.
- Prepare and organize packets for the committee’s review, ensuring all necessary documentation is included.
- Prepare for and coordinate meetings with the committee, ensuring all agenda items are addressed.
- Provide assistance to homeowners with the application process and ensure submissions are in compliance with community guidelines.
- Conduct weekly drives for compliance, identifying and addressing violations.
- Prepare and send non-compliance communications to homeowners, ensuring they align with guidelines set by the Board of Directors.
- Maintain an effective tracking process for non-compliance violations and DRC submittals through the company database.
- Research issues of non-compliance and prepare documentation for DRC/Board review.
- Monitor the database to uphold guideline standards and meet company deadlines.
- Perform general administrative functions such as answering phones, distributing mail, sending/receiving faxes, creating and maintaining spreadsheets, and preparing new hire packets.
- Provide support with the recreation software programming for classes, reservations, and memberships.
- Provide relief to the front receptionist and perform other administrative duties as directed (e.g., filing, photocopying, scanning documents).
- Handle office equipment issues and order office supplies, staff uniforms, and resident name badges within budget.
Knowledge, Skills & Abilities:
- Ability to multitask and prepare and process large amounts of administrative 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 high volume, fast-paced environment.
- Ability to proficiently utilize computer programs and database systems, including Microsoft office, internet and e-mail systems.
- Ability to interact and work professionally, positively and effectively with homeowners and staff at all levels.
- Excellent customer service skills.
- Advanced communication skills both verbally and written.
- Ability to work collaboratively and cooperatively within the department as well as with other departments.
- Ability to interpret, evaluate and explain governing documents (CC&R’s) to homeowners, board members and staff members.
Physical Demands & Work Environment:
- Position involves sitting, standing, driving and movement throughout the day.
- Utilizing a computer in an office setting.
- Utilizing association or personal vehicle to perform routine physical inspections of the Community.
