Inspections Coordinator

Position Summary

The HOA Inspection Coordinator provides field and administrative support for assigned Orange County homeowners associations by scheduling and conducting inspections; identifying and documenting potential governing-document violations, maintenance concerns, architectural changes, and other property conditions; preparing reports, notices, punch lists, and work orders; and tracking items through completion.

The Coordinator works under the direction of the Community Association Manager. Enforcement decisions, governing-document interpretation, architectural approvals, exceptions, and final violation determinations require management approval.

Essential Duties and Responsibilities

· Schedule and conduct association inspections of homeowner-maintained properties and routine evaluations of common areas and Association-maintained elements.

· Perform follow-up, individual, special, architectural-change, and assigned resale inspections as requested by management.

· Identify and objectively document potential violations, maintenance needs, damage, cleanliness or landscaping concerns, visible exterior modifications, and other conditions requiring attention.

· Record accurate property addresses, dates, observations, and status details; take clear photographs that show both the condition and sufficient location context.

· Prepare inspection reports, violation records, draft notices, punch lists, work orders, and status updates in accordance with community procedures and governing documents.

· Submit violation documentation and potential unapproved architectural changes to the Community Association Manager for review and approval; revise documentation as directed.

· Distribute approved violation notices by email and mail according to established procedures and maintain records of notices issued.

· Verify whether previously identified conditions have been corrected, update inspection and violation records, and continue tracking unresolved items through completion.

· Create or initiate work orders for Association-maintained items, provide vendors or maintenance personnel with clear supporting information, route items as directed, and track outstanding work.

· Maintain inspection calendars and organized records in the designated management or inspection software, including reports, photographs, notices, punch lists, work orders, and supporting documents.

· Promptly notify management of urgent or hazardous conditions, delays, access issues, unusual circumstances, or matters requiring interpretation or further direction.

Documentation and Performance Standards

All inspection and violation documentation must be accurate, objective, complete, consistent, timely, and organized. The Coordinator is expected to:

· Complete assigned inspections and documentation within established deadlines.

· Use factual observations rather than assumptions or personal opinions.

· Produce clear photographs, written descriptions, reports, punch lists, and records that allow management to understand the location, condition, history, and current status of each item.

· Follow community-specific governing documents, procedures, and management instructions; correct or revise documentation when requested.

· Demonstrate reliability, sound judgment, attention to detail, organization, professional communication, confidentiality, and the ability to work independently within established authority.

Management Oversight and Limits of Authority

The Coordinator observes, documents, processes, and tracks inspection findings but does not independently:

· Determine that a homeowner is in violation or decide the legal sufficiency of an enforcement action.

· Interpret governing documents, waive or selectively enforce rules, or resolve homeowner disputes.

· Approve or deny architectural applications or requests for exceptions.

· Make commitments or representations on behalf of the Association or direct vendors outside established procedures.

Potential violations and all matters requiring interpretation, judgment, enforcement, approval, or authority beyond the role must be submitted to the Community Association Manager for direction and approval.

Community Interaction and Confidentiality

· Interact professionally and courteously with homeowners, residents, vendors, board members, and community representatives.

· Provide factual information about observed conditions without making unauthorized enforcement decisions.

· Refer disputes, complaints, governing-document questions, and exception requests to the Community Association Manager.

· Protect homeowner, Association, and management information and represent the management company professionally in the field.

Physical and Field Requirements

The position requires regular travel and outdoor field work, including walking residential communities and common areas on sidewalks, grass, parking areas, and other surfaces; standing or walking for extended periods; working in varying weather conditions; and using a smartphone, tablet, or other mobile device to take photographs and enter information.

Pay: $25.00 - $40.00 per hour

Work Location: In person