Convenance Coordinator

TITLE Covenants & Scheduling Coordinator

REPORTS TO Administration Manager

FULL TIME TEMPORARY

EXEMPT/NON-EXEMPT Non-exempt

SUPERVISES EMPLOYEES No

DUTIES AND RESPONSIBILITIES (Performed at least 80% of the time)

• Governing documents - Understand the Development Standards, Master Declaration, Board Policy, Owner & Resident Handbook and Tract Declarations to make compliance determinations, and answer questions.

• Serve as staff liaison to Neighborhood Pride Committee. Interface with NPC Chair regarding violation re-inspections. Update members of changes in Development Standards.

• Resident Complaints - Receive and investigate alleged violations. Issue violations when merited.

• Follow-up - Maintain records, prepare correspondence, and provide follow-up in a timely manner on complaints, violations, and re-inspections.

• Appeals (non-ARC) - Process appeals resulting from violations other than ARC submittal decisions.

• CAM violations - Process any violations regarding CAM.

• Generate reports, memos, and correspondence as required. Make recommendations and institute changes to processes and forms.

• Backup for Architectural Coordinator and Conveyance Coordinator.

• Cover the front office as needed.

• Assist Administration Manager with administration duties as required. Keep General Manager and Assistant General Manager apprised of appeal requests, potential appeals or resident concerns as appropriate.

• Scheduling Association, clubs, committees, resident and commercial fee-based events. Prepare room calendars monthly for monitors. Many factors come into play when clubs need to be moved or cancelled. The calendar for scheduling may change daily. Must be able to assure concerned residents at times. Billing for fee-based services (linens, etc.). Communicate and coordinate large bookings, events extending past building hours and special events. Coordinate with Facilities Maintenance department. Make reservations for the Association (specifically the Board and Committees, if needed). Note that room reservation software (NorthStar Software) populates the website and digital bulletin boards.

• Perform other duties as may be assigned by the Administration Manager.

MINIMUM QUALIFICATIONS PREFERRED

• Working knowledge of general office machines, equipment, software including MS Windows, MS Office, Ciranet.
• Experience - Minimum 3 years secretarial/administrative experience.

GENERAL REQUIREMENTS

• Must be able to drive a car and possess a valid driver's license.
• Must be physically and intellectually capable of operating a computer, printer, ten-key calculator, telephone and various other business equipment. Must be able to use a pen or pencil to write.
• Must be able to see sufficiently to read computer screens and written documents, with or without corrective lenses.
• Duties of maintaining files and records will involve stooping, bending, lifting, grasping, pushing, pulling, or otherwise move objects weighing as much as 30 lbs. This type of activity may occur several times throughout the day.
• Must be able to speak English in a clear and understandable voice so that information can be verbally exchanged with people of various levels of education and capabilities.
• Must be mentally alert and detail oriented with good reasoning skills.
• Must be able to work extended hours, weekends and holidays when requested.
• Must be able to work constructively and cheerfully in an environment that may be stressful due to adversarial situations resulting from the proper performance of the department’s mission.
• Must be able to work in a well-lighted, temperature-controlled work area sufficient in size to allow freedom of movement to accomplish required tasks.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays and remain focused.
• Must have competent organizational skills.
• Must be able to prioritize to meet deadlines imposed by several different entities.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).