Covenants Coordinator
Posted on Oct 2, 2024 by Castle Group
Boca Raton, FL
Other
Immediate Start
Annual Salary
Full-Time
Overview:
This Covenant Cordinator provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.
The Covenant Cordinator also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.
Responsibilities:
(May include some or all of the following as applicable)
Answers telephones promptly and assists residents with questions and concerns.
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
Tracks resident issues to enable Property Manager to identify major problems or trends.
Maintains Association files, mail, binders, and office supply inventory.
Attends Board Meetings Creates/posts newsletters and notices.
Maintains homeowner roster, database, mail instructions and homeowner files.
Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
May be responsible for processing of Association expense checks.
Assists residents with account balance inquiries.
Ensures all safety precautions and procedures are followed while performing duties.
Performs property inspections as directed by Community Association Manager.
May be assigned other duties by Community Association Manager.
Qualifications:
Education/Training/Certifications/Licenses:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
Must possess strong administrative background. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.
Computer Literacy:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.
Language requirements:
Multiple language fluency is desirable and may be required depending on the community’s needs.
Key Responsibilities:
Enforcement of Governing Documents:
Regularly inspect properties within the community to identify violations of CC&Rs, architectural guidelines, and other community rules.
Issue violation notices to residents in a timely and professional manner, detailing the specific covenant or rule that has been breached and the necessary corrective action.
Monitor and follow up on violations to ensure compliance within the established timeframe.
Document all violations, including photographs, dates, and any correspondence with homeowners.
Documentation and Recordkeeping:
Document the discussions and decisions of the CEC during meetings, including warnings, fines, or other enforcement actions.
Communicate the CEC’s decisions to homeowners regarding violations and any corrective actions that need to be taken.
Maintain accurate records of all covenant violations, enforcement actions, and their resolutions.
Architectural Control Committee (ACC) Coordination:
Meeting Coordination:
Schedule and organize regular ACC meetings to review architectural modification requests submitted by homeowners.
Ensure all ACC members are informed of the meeting dates and receive all necessary materials for review ahead of time (including homeowner requests, plans, and relevant documentation).
Prepare the agenda for ACC meetings, focusing on homeowner requests and any pending architectural matters.
Distribute meeting notices and agendas to committee members in a timely manner.
Documentation and Recordkeeping:
Review architectural submissions to ensure they are complete before being presented to the ACC.
Document the discussions and decisions of the ACC during meetings, including approvals, denials, and any conditions imposed on approvals.
Communicate the ACC’s decisions to homeowners in writing, ensuring all actions are consistent with community guidelines.
Maintain a record of all approved and denied architectural requests, ensuring compliance with community standards.
Meeting Coordination:
Follow, Schedule and organize regular CEC meetings to review covenant violations and enforcement actions.
Ensure all CEC members are informed of the meeting dates and have access to violation reports, photographs, and any other relevant materials.
Prepare the agenda for CEC meetings, focusing on violations that need to be addressed or escalated.
Distribute meeting notices and agendas to committee members in a timely manne
Board Meeting Minutes Recording:
Attend Board Meetings:
Attend all meetings of the Board of Directors, including regular, special, and annual meetings.
Ensure all board members receive an agenda and relevant documents before the meeting to help guide discussions.
Minutes Preparation:
Take detailed and accurate notes during board meetings, recording all discussions, decisions, motions, votes, and actions taken by the Board.
Capture key points, including who made and seconded motions, and any outcomes (e.g., approvals or rejections).
Summarize meeting minutes and submit them for review by the Board in a timely manner.
Record Maintenance:
Once reviewed and approved by the Board, ensure that all meeting minutes are properly archived and accessible for future reference.
Ensure transparency by distributing approved minutes to the community, as required by the governing documents.
Qualifications and Requirements:
Education:
High school diploma or equivalent required; an associate's or bachelor's degree in business administration, public administration, or related fields is preferred.
Experience:
Experience working with HOA committees, particularly in architectural control or covenant enforcement.
Previous experience as a meeting coordinator or minutes recorder is an asset.
Knowledge of community rules, covenants, and HOA management is highly preferred.
Skills and Abilities:
Strong attention to detail, especially in taking accurate and organized meeting minutes.
Ability to facilitate and coordinate committee meetings effectively and professionally.
Excellent written and verbal communication skills, including the ability to correspond with homeowners and committee members.
Proficiency with office software such as Microsoft Office (Word, Excel, PowerPoint) and HOA management software.
Ability to interpret and apply the community’s governing documents, including architectural guidelines and enforcement protocols.
Strong organizational skills, with the ability to manage multiple meetings, agendas, and sets of minutes simultaneously.
Discretion and confidentiality in handling sensitive community and homeowner information.
Work Environment:
This position may involve both in-office work (preparing agendas, minutes, and reports) and attendance at meetings (both committee and board meetings).
Some evening work may be required, especially to attend board and committee meetings.
Resident Communication:
Serve as the primary point of contact for homeowners regarding covenant compliance and enforcement matters.
Respond to resident inquiries and complaints related to covenant violations, and provide clear, helpful information on how to remedy the situation.
Facilitate education and awareness programs to inform residents about the community's rules and the importance of compliance.
Reporting:
Prepare regular reports for the HOA board or management company, detailing the status of violations, open cases, and any significant trends in compliance issues.
Attend board meetings to provide updates on covenant enforcement efforts and address any board concerns or questions.
Travel and availability requirements:
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.
Ability to work extended hours and especially for board meetings or special events.This position may involve both office-based and fieldwork activities. Regular inspections of homes and common areas are required. Some evening or weekend work may be necessary, especially for board meetings or special events.
Physical Requirements:
Ability to lift up to 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.
This Covenant Cordinator provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.
The Covenant Cordinator also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.
Responsibilities:
(May include some or all of the following as applicable)
Answers telephones promptly and assists residents with questions and concerns.
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
Tracks resident issues to enable Property Manager to identify major problems or trends.
Maintains Association files, mail, binders, and office supply inventory.
Attends Board Meetings Creates/posts newsletters and notices.
Maintains homeowner roster, database, mail instructions and homeowner files.
Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
May be responsible for processing of Association expense checks.
Assists residents with account balance inquiries.
Ensures all safety precautions and procedures are followed while performing duties.
Performs property inspections as directed by Community Association Manager.
May be assigned other duties by Community Association Manager.
Qualifications:
Education/Training/Certifications/Licenses:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
Must possess strong administrative background. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.
Computer Literacy:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.
Language requirements:
Multiple language fluency is desirable and may be required depending on the community’s needs.
Key Responsibilities:
Enforcement of Governing Documents:
Regularly inspect properties within the community to identify violations of CC&Rs, architectural guidelines, and other community rules.
Issue violation notices to residents in a timely and professional manner, detailing the specific covenant or rule that has been breached and the necessary corrective action.
Monitor and follow up on violations to ensure compliance within the established timeframe.
Document all violations, including photographs, dates, and any correspondence with homeowners.
Documentation and Recordkeeping:
Document the discussions and decisions of the CEC during meetings, including warnings, fines, or other enforcement actions.
Communicate the CEC’s decisions to homeowners regarding violations and any corrective actions that need to be taken.
Maintain accurate records of all covenant violations, enforcement actions, and their resolutions.
Architectural Control Committee (ACC) Coordination:
Meeting Coordination:
Schedule and organize regular ACC meetings to review architectural modification requests submitted by homeowners.
Ensure all ACC members are informed of the meeting dates and receive all necessary materials for review ahead of time (including homeowner requests, plans, and relevant documentation).
Prepare the agenda for ACC meetings, focusing on homeowner requests and any pending architectural matters.
Distribute meeting notices and agendas to committee members in a timely manner.
Documentation and Recordkeeping:
Review architectural submissions to ensure they are complete before being presented to the ACC.
Document the discussions and decisions of the ACC during meetings, including approvals, denials, and any conditions imposed on approvals.
Communicate the ACC’s decisions to homeowners in writing, ensuring all actions are consistent with community guidelines.
Maintain a record of all approved and denied architectural requests, ensuring compliance with community standards.
Meeting Coordination:
Follow, Schedule and organize regular CEC meetings to review covenant violations and enforcement actions.
Ensure all CEC members are informed of the meeting dates and have access to violation reports, photographs, and any other relevant materials.
Prepare the agenda for CEC meetings, focusing on violations that need to be addressed or escalated.
Distribute meeting notices and agendas to committee members in a timely manne
Board Meeting Minutes Recording:
Attend Board Meetings:
Attend all meetings of the Board of Directors, including regular, special, and annual meetings.
Ensure all board members receive an agenda and relevant documents before the meeting to help guide discussions.
Minutes Preparation:
Take detailed and accurate notes during board meetings, recording all discussions, decisions, motions, votes, and actions taken by the Board.
Capture key points, including who made and seconded motions, and any outcomes (e.g., approvals or rejections).
Summarize meeting minutes and submit them for review by the Board in a timely manner.
Record Maintenance:
Once reviewed and approved by the Board, ensure that all meeting minutes are properly archived and accessible for future reference.
Ensure transparency by distributing approved minutes to the community, as required by the governing documents.
Qualifications and Requirements:
Education:
High school diploma or equivalent required; an associate's or bachelor's degree in business administration, public administration, or related fields is preferred.
Experience:
Experience working with HOA committees, particularly in architectural control or covenant enforcement.
Previous experience as a meeting coordinator or minutes recorder is an asset.
Knowledge of community rules, covenants, and HOA management is highly preferred.
Skills and Abilities:
Strong attention to detail, especially in taking accurate and organized meeting minutes.
Ability to facilitate and coordinate committee meetings effectively and professionally.
Excellent written and verbal communication skills, including the ability to correspond with homeowners and committee members.
Proficiency with office software such as Microsoft Office (Word, Excel, PowerPoint) and HOA management software.
Ability to interpret and apply the community’s governing documents, including architectural guidelines and enforcement protocols.
Strong organizational skills, with the ability to manage multiple meetings, agendas, and sets of minutes simultaneously.
Discretion and confidentiality in handling sensitive community and homeowner information.
Work Environment:
This position may involve both in-office work (preparing agendas, minutes, and reports) and attendance at meetings (both committee and board meetings).
Some evening work may be required, especially to attend board and committee meetings.
Resident Communication:
Serve as the primary point of contact for homeowners regarding covenant compliance and enforcement matters.
Respond to resident inquiries and complaints related to covenant violations, and provide clear, helpful information on how to remedy the situation.
Facilitate education and awareness programs to inform residents about the community's rules and the importance of compliance.
Reporting:
Prepare regular reports for the HOA board or management company, detailing the status of violations, open cases, and any significant trends in compliance issues.
Attend board meetings to provide updates on covenant enforcement efforts and address any board concerns or questions.
Travel and availability requirements:
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.
Ability to work extended hours and especially for board meetings or special events.This position may involve both office-based and fieldwork activities. Regular inspections of homes and common areas are required. Some evening or weekend work may be necessary, especially for board meetings or special events.
Physical Requirements:
Ability to lift up to 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.
Reference: 203137288
https://jobs.careeraddict.com/post/95755078
Covenants Coordinator
Posted on Oct 2, 2024 by Castle Group
Boca Raton, FL
Other
Immediate Start
Annual Salary
Full-Time
Overview:
This Covenant Cordinator provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.
The Covenant Cordinator also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.
Responsibilities:
(May include some or all of the following as applicable)
Answers telephones promptly and assists residents with questions and concerns.
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
Tracks resident issues to enable Property Manager to identify major problems or trends.
Maintains Association files, mail, binders, and office supply inventory.
Attends Board Meetings Creates/posts newsletters and notices.
Maintains homeowner roster, database, mail instructions and homeowner files.
Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
May be responsible for processing of Association expense checks.
Assists residents with account balance inquiries.
Ensures all safety precautions and procedures are followed while performing duties.
Performs property inspections as directed by Community Association Manager.
May be assigned other duties by Community Association Manager.
Qualifications:
Education/Training/Certifications/Licenses:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
Must possess strong administrative background. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.
Computer Literacy:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.
Language requirements:
Multiple language fluency is desirable and may be required depending on the community’s needs.
Key Responsibilities:
Enforcement of Governing Documents:
Regularly inspect properties within the community to identify violations of CC&Rs, architectural guidelines, and other community rules.
Issue violation notices to residents in a timely and professional manner, detailing the specific covenant or rule that has been breached and the necessary corrective action.
Monitor and follow up on violations to ensure compliance within the established timeframe.
Document all violations, including photographs, dates, and any correspondence with homeowners.
Documentation and Recordkeeping:
Document the discussions and decisions of the CEC during meetings, including warnings, fines, or other enforcement actions.
Communicate the CEC’s decisions to homeowners regarding violations and any corrective actions that need to be taken.
Maintain accurate records of all covenant violations, enforcement actions, and their resolutions.
Architectural Control Committee (ACC) Coordination:
Meeting Coordination:
Schedule and organize regular ACC meetings to review architectural modification requests submitted by homeowners.
Ensure all ACC members are informed of the meeting dates and receive all necessary materials for review ahead of time (including homeowner requests, plans, and relevant documentation).
Prepare the agenda for ACC meetings, focusing on homeowner requests and any pending architectural matters.
Distribute meeting notices and agendas to committee members in a timely manner.
Documentation and Recordkeeping:
Review architectural submissions to ensure they are complete before being presented to the ACC.
Document the discussions and decisions of the ACC during meetings, including approvals, denials, and any conditions imposed on approvals.
Communicate the ACC’s decisions to homeowners in writing, ensuring all actions are consistent with community guidelines.
Maintain a record of all approved and denied architectural requests, ensuring compliance with community standards.
Meeting Coordination:
Follow, Schedule and organize regular CEC meetings to review covenant violations and enforcement actions.
Ensure all CEC members are informed of the meeting dates and have access to violation reports, photographs, and any other relevant materials.
Prepare the agenda for CEC meetings, focusing on violations that need to be addressed or escalated.
Distribute meeting notices and agendas to committee members in a timely manne
Board Meeting Minutes Recording:
Attend Board Meetings:
Attend all meetings of the Board of Directors, including regular, special, and annual meetings.
Ensure all board members receive an agenda and relevant documents before the meeting to help guide discussions.
Minutes Preparation:
Take detailed and accurate notes during board meetings, recording all discussions, decisions, motions, votes, and actions taken by the Board.
Capture key points, including who made and seconded motions, and any outcomes (e.g., approvals or rejections).
Summarize meeting minutes and submit them for review by the Board in a timely manner.
Record Maintenance:
Once reviewed and approved by the Board, ensure that all meeting minutes are properly archived and accessible for future reference.
Ensure transparency by distributing approved minutes to the community, as required by the governing documents.
Qualifications and Requirements:
Education:
High school diploma or equivalent required; an associate's or bachelor's degree in business administration, public administration, or related fields is preferred.
Experience:
Experience working with HOA committees, particularly in architectural control or covenant enforcement.
Previous experience as a meeting coordinator or minutes recorder is an asset.
Knowledge of community rules, covenants, and HOA management is highly preferred.
Skills and Abilities:
Strong attention to detail, especially in taking accurate and organized meeting minutes.
Ability to facilitate and coordinate committee meetings effectively and professionally.
Excellent written and verbal communication skills, including the ability to correspond with homeowners and committee members.
Proficiency with office software such as Microsoft Office (Word, Excel, PowerPoint) and HOA management software.
Ability to interpret and apply the community’s governing documents, including architectural guidelines and enforcement protocols.
Strong organizational skills, with the ability to manage multiple meetings, agendas, and sets of minutes simultaneously.
Discretion and confidentiality in handling sensitive community and homeowner information.
Work Environment:
This position may involve both in-office work (preparing agendas, minutes, and reports) and attendance at meetings (both committee and board meetings).
Some evening work may be required, especially to attend board and committee meetings.
Resident Communication:
Serve as the primary point of contact for homeowners regarding covenant compliance and enforcement matters.
Respond to resident inquiries and complaints related to covenant violations, and provide clear, helpful information on how to remedy the situation.
Facilitate education and awareness programs to inform residents about the community's rules and the importance of compliance.
Reporting:
Prepare regular reports for the HOA board or management company, detailing the status of violations, open cases, and any significant trends in compliance issues.
Attend board meetings to provide updates on covenant enforcement efforts and address any board concerns or questions.
Travel and availability requirements:
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.
Ability to work extended hours and especially for board meetings or special events.This position may involve both office-based and fieldwork activities. Regular inspections of homes and common areas are required. Some evening or weekend work may be necessary, especially for board meetings or special events.
Physical Requirements:
Ability to lift up to 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.
This Covenant Cordinator provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.
The Covenant Cordinator also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.
Responsibilities:
(May include some or all of the following as applicable)
Answers telephones promptly and assists residents with questions and concerns.
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
Tracks resident issues to enable Property Manager to identify major problems or trends.
Maintains Association files, mail, binders, and office supply inventory.
Attends Board Meetings Creates/posts newsletters and notices.
Maintains homeowner roster, database, mail instructions and homeowner files.
Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
May be responsible for processing of Association expense checks.
Assists residents with account balance inquiries.
Ensures all safety precautions and procedures are followed while performing duties.
Performs property inspections as directed by Community Association Manager.
May be assigned other duties by Community Association Manager.
Qualifications:
Education/Training/Certifications/Licenses:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
Must possess strong administrative background. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.
Computer Literacy:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.
Language requirements:
Multiple language fluency is desirable and may be required depending on the community’s needs.
Key Responsibilities:
Enforcement of Governing Documents:
Regularly inspect properties within the community to identify violations of CC&Rs, architectural guidelines, and other community rules.
Issue violation notices to residents in a timely and professional manner, detailing the specific covenant or rule that has been breached and the necessary corrective action.
Monitor and follow up on violations to ensure compliance within the established timeframe.
Document all violations, including photographs, dates, and any correspondence with homeowners.
Documentation and Recordkeeping:
Document the discussions and decisions of the CEC during meetings, including warnings, fines, or other enforcement actions.
Communicate the CEC’s decisions to homeowners regarding violations and any corrective actions that need to be taken.
Maintain accurate records of all covenant violations, enforcement actions, and their resolutions.
Architectural Control Committee (ACC) Coordination:
Meeting Coordination:
Schedule and organize regular ACC meetings to review architectural modification requests submitted by homeowners.
Ensure all ACC members are informed of the meeting dates and receive all necessary materials for review ahead of time (including homeowner requests, plans, and relevant documentation).
Prepare the agenda for ACC meetings, focusing on homeowner requests and any pending architectural matters.
Distribute meeting notices and agendas to committee members in a timely manner.
Documentation and Recordkeeping:
Review architectural submissions to ensure they are complete before being presented to the ACC.
Document the discussions and decisions of the ACC during meetings, including approvals, denials, and any conditions imposed on approvals.
Communicate the ACC’s decisions to homeowners in writing, ensuring all actions are consistent with community guidelines.
Maintain a record of all approved and denied architectural requests, ensuring compliance with community standards.
Meeting Coordination:
Follow, Schedule and organize regular CEC meetings to review covenant violations and enforcement actions.
Ensure all CEC members are informed of the meeting dates and have access to violation reports, photographs, and any other relevant materials.
Prepare the agenda for CEC meetings, focusing on violations that need to be addressed or escalated.
Distribute meeting notices and agendas to committee members in a timely manne
Board Meeting Minutes Recording:
Attend Board Meetings:
Attend all meetings of the Board of Directors, including regular, special, and annual meetings.
Ensure all board members receive an agenda and relevant documents before the meeting to help guide discussions.
Minutes Preparation:
Take detailed and accurate notes during board meetings, recording all discussions, decisions, motions, votes, and actions taken by the Board.
Capture key points, including who made and seconded motions, and any outcomes (e.g., approvals or rejections).
Summarize meeting minutes and submit them for review by the Board in a timely manner.
Record Maintenance:
Once reviewed and approved by the Board, ensure that all meeting minutes are properly archived and accessible for future reference.
Ensure transparency by distributing approved minutes to the community, as required by the governing documents.
Qualifications and Requirements:
Education:
High school diploma or equivalent required; an associate's or bachelor's degree in business administration, public administration, or related fields is preferred.
Experience:
Experience working with HOA committees, particularly in architectural control or covenant enforcement.
Previous experience as a meeting coordinator or minutes recorder is an asset.
Knowledge of community rules, covenants, and HOA management is highly preferred.
Skills and Abilities:
Strong attention to detail, especially in taking accurate and organized meeting minutes.
Ability to facilitate and coordinate committee meetings effectively and professionally.
Excellent written and verbal communication skills, including the ability to correspond with homeowners and committee members.
Proficiency with office software such as Microsoft Office (Word, Excel, PowerPoint) and HOA management software.
Ability to interpret and apply the community’s governing documents, including architectural guidelines and enforcement protocols.
Strong organizational skills, with the ability to manage multiple meetings, agendas, and sets of minutes simultaneously.
Discretion and confidentiality in handling sensitive community and homeowner information.
Work Environment:
This position may involve both in-office work (preparing agendas, minutes, and reports) and attendance at meetings (both committee and board meetings).
Some evening work may be required, especially to attend board and committee meetings.
Resident Communication:
Serve as the primary point of contact for homeowners regarding covenant compliance and enforcement matters.
Respond to resident inquiries and complaints related to covenant violations, and provide clear, helpful information on how to remedy the situation.
Facilitate education and awareness programs to inform residents about the community's rules and the importance of compliance.
Reporting:
Prepare regular reports for the HOA board or management company, detailing the status of violations, open cases, and any significant trends in compliance issues.
Attend board meetings to provide updates on covenant enforcement efforts and address any board concerns or questions.
Travel and availability requirements:
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.
Ability to work extended hours and especially for board meetings or special events.This position may involve both office-based and fieldwork activities. Regular inspections of homes and common areas are required. Some evening or weekend work may be necessary, especially for board meetings or special events.
Physical Requirements:
Ability to lift up to 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.
Reference: 203137288
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