Position Summary:
Provide support to the Developer Services Department for start-up communities, including the monitoring of internal sites and platforms, updating various spreadsheets, taking meeting notes, gathering/saving/processing documents, and managing start-up paperwork.
Position Responsibilities:
- Update and monitor SharePoint (Intranet) site to include following up with clients regarding timing on new communities, receipt of documentation, etc.
- Coordinate with Developer Services team members to ensure all items are received for basic start-up of a community.
- Ensure all documents are moved from BD folder to the community folder once entity is set up in VMS.
- Update developer/builder spreadsheets monthly as well as other tracking processes as directed.
- Prepare Board and Design Review Committee resolutions and obtain required signatures.
- Perform administrative tasks including downloading and saving files, sending items through Executive Directives, updating MAT, assistance with ARC review process, etc.
- Coordinate startup of new communities to include obtaining EIN, preparing W9 and ensuring receipt of address list.
- Update existing W-9 forms as needed.
- Attend developer meetings, both in person and remotely, and take meeting notes.
- Audit files and update templates as required to ensure compliance with state/federal statutes.
- Coordinate sending and receiving of information to and from clients including sending documents via DocuSign.
- Manage the Billing and Closing Instructions dashboards.
- Enter metadata into VMS for new communities to include adding CC&R references of declarant control and entering/updating the number of lots/units as required.
- Complete Insurance Quote Request form for start-up communities.
- Perform administrative tasks for start-up communities including draft landscape RFPs, obtaining quotes, and improving various bidding forms. To include acquiring and tracking receipt of community plans, maps and documents required for new budgets.
- Complete Boardvue start-up task spreadsheet and enter Boardvue start-up tasks.
- Perform other related duties as assigned.
Desired Knowledge, Skills, and Abilities:
- Excellent interpersonal skills: outgoing and communicative, socially oriented, posed, effective in groups, articulate, persuasive in expression, strong public speaker.
- Self-direction. Capacity to set personal priorities, follow-up and report as required.
- Time Management: the ability to organize, track and manage multiple priorities and meet deadlines.
- Experience working with Developer Communities and/or other entities that involved knowledge and enforcement of Governing Documents.
- Ability to prepare and process large amounts of administrative items with strong attention to detail and timely follow-up.
- Ability to function efficiently and independently in a fast-paced, demanding environment.
- Professional written and verbal communication skills.
- Ability to work collaboratively and cooperatively within the department as well as with other departments and clients.
Physical Demands & Work Environment
- Utilizing a computer in an office setting, utilizing personal vehicle for travel involved and able to walk or move around properties as necessary.
- Ability to lift up to 25 pounds.
