Onsite Architectural Coordinator / Office Assistant (MCA2023-5508) - RealManage

How would you like to work for a technology-based HOA management company that is growing rapidly, offers opportunities to advance your career, and has a company culture that truly supports its team members? We are a company that understands and appreciates your professionalism and hard work. We are a company that provides support with a Manager Success Group, continuous training, administrative support, etc. to all team members. RealManage is committed to do everything possible to ensure your long-term career success.  With RealManage, you are not just an employee, you are family. 

Company Overview: Walters Management Company and RealManage are now one company.

RealManage / Walters is a national Inc. 5000 firm with clients and operations in 24 states coast to coast that delivers services to homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities.  RealManage / Walters also serves nationally recognized developer/builder clients.

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage / Walters offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage / Walters mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry leading innovations apart from our competition.

RealManage / Walters is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage / Walters relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage / Walters, we are always getting better.

The Architectural Coordinator / Office Assistant is accountable for aiding the Community Director with the administrative functions of the on-site office. This position performs a wide variety of administrative support services ranging from complex to routine, all of which contribute to the efficient and professional operation of the on-site office. It is expected that the Administrative Assistant Director has a genuine appreciation for and understanding of protocol, discretion, and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance prescribed procedures and practices of the Association. In order to provide effective and efficient services it is expected that the incumbent be flexible in terms of hours of work and maintain confidentiality, diplomacy and tact at all times.

To assist the Community Director with the coordination, monitoring and recording of on-site administrative and maintenance responsibilities of the association.
1. Have a thorough understanding of the community and help achieve the goals and objectives therein.
2. Display professionalism and a sense of pride in all aspects of duties and responsibilities of the community.
3. Complete all assignments in a timely manner or by the noted deadline.
4. Adhere to company and/or association policies and procedures.
5. All documents to be created and/or updated in Word, Excel, etc., shall be done within Citrix, unless direct otherwise by the Community Manager.

JOB GUIDELINES:

ADMINISTRATIVE: Assist with tasks delegated at the discretion of the Community Director.

• Respond promptly to homeowners, residents, contractors, and other service providers within the authority given by the Board of Directors and Community Director. Note: This does not include the waiving/removal of penalties imposed by the Board, terms and conditions of contracts, and adding/removing services provided by a contractor.
• Plan and attend special events as requested and approved by the Board of Directors.
• Take action as directed by the Board of Directors and Community Director, as permissible under the Management Agreement.
• Arch Coordinator/Office Assistant
• Log phone calls, comments, and voicemails in the appropriate platform, for review by the Community Director and/or Board of Directors when appropriate.
• Maintain and update homeowner/administrative files as needed.
• Issue work order requests and delegate to appropriate party (within scope of authority) and verify completion and date. Note: work orders to be processed at the time they are received.
• Respond to calls and take appropriate action to minimize damage or loss, while considering the safety and security of homeowners, guests, and others. Complete an incident report if necessary.
• Maintain the clubhouse office in a clean, organized, neat and professional manner.
• Make contact with vendors at the discretion of the Community Director to complete a variety of services needed for the community.
• Assist Community Director in verification of violations, as received from support staff, homeowners and/or residents.
• Review the community app on a regular basis, but no less frequently than monthly. Update as needed.
• Check mail and overnight drop box for correspondence daily.
• Respond to residents as needed.
• Register residents, guests, caregivers, and approved vendors using the biometric access system or other form of access system.
• Audit biometric or other access system monthly and recycle any unused access codes. Remove any prior owner and/or resident from the system.
• Audit facility access log and eliminate any outdated vendor/ residential access

ARCHITECTURAL CONTROL:
The ARC Coordinator is the main point of contact for architectural items in the Community Standards Department which entails both implementing and enforcing the CC&Rs for CROA through the Covenants and ARC process.
The success of the Community Standards department can best be measured through the appearance of the residential properties as a result of covenants letters sent to residents as well as the assistance provided to residents through reviewed applications for exterior architectural changes to residents on a monthly basis.

ESSENTIAL DUTIES: The ARC Coordinator position requires the on-going management of incoming and outgoing architectural requests from residents as. It is generally a desk position combined with daily interaction with residents to provide the highest customer service possible.

• Receive, review & research all ARC applications and correspond with residents to ensure that all material is included that will provide best chance of ARC approval – daily.
• Prepare and submit all applications for review.
• Scan and upload all applications into Smart Webs – daily (as submitted)
• Add any new applications to the running agenda for posting - daily.
• Arch Coordinator/Office Assistant
• Write meeting minutes and send out ARC letters.
• Facilitate monthly ARC meetings; write meeting minutes/send out post meeting letters to residents.
• Track approval and denial time frames for each application. Work with inspector to get new photos after permit expires.
• Review completed ARC projects for compliance. If not in compliance or incomplete, reach out to Owners – as required.
• Complete a weekly inspection and notify owners of any unauthorized work being completed, if requested or required
• Update Smart Webs architectural and/or violation module.

MEETINGS:

• Post notices at clubhouse and on bulletin boards (all recreation area sites).
• Attend committee meetings when requested with the approval of Community Manager and/or Board of Directors.
• Maintain bulletin boards at all sites and update monthly.
• MAINTENANCE: If requested, assist the Community Director with the inspection of all facilities, including but not limited to the pool areas, parks, tot lots, etc., on a regular basis, if requested or required.
• Record any deficiencies, especially those affecting the safety and security of residents, which pertain to the common areas of the community.
• Inspect the community signs for wear and make recommendations for replacement, if needed, to the Community Director.
• Issue work orders to maintenance staff when the scope of work exceeds typical maintenance responsibilities.

COMMUNITY EVENTS:

• Develop an annual list of community events ensuring that the total expenditure to hold these events shall not exceed the approved association’s annual budget.
• Obtain needed contracts/proposals for Board member signature for various entertainment and/or refreshments. Submit any necessary check requests for deposits and/or payment for entertainment, refreshments, etc. Certain expenses may also be paid via the association’s debit card.
• Cause for the coordination and schedule the various activities.
• Cause for the procurement of refreshments, supplies, etc. for the event. Note: Any trips to purchase supplies shall be individually and not be a collective effort, unless there is a specific need to have multiple staff members present to purchase supplies.
• Oversee the community event and it’s clean up.
• If an employee attends and works at a community event, the employee must be compensated. If an employee is a resident, they may attend and participate as a resident.
• Ordering and maintaining supplies for events. When purchasing supplies, they should be ordered online and delivered. The intent is to maximize an employee’s use of time organizing and managing the event.
• Arch Coordinator/Office Assistant
• Develop the annual list of community events. The Community Director shall ensure that the total expenditure to hold these events shall not exceed the approved association’s annual budget.
• Obtain needed contracts/proposals for Board member signature for various entertainment and/or refreshments. Submit any necessary check requests for deposits and/or payment for entertainment, refreshments, etc. Certain expenses may also be paid via the association’s debit card.
• Cause for the coordination and schedule the various activities.
• Cause for the procurement of refreshments, supplies, etc. for the event. Note: Any trips to purchase supplies shall be individually and not be a collective effort, unless there is a specific need to have multiple staff members present to purchase supplies.
• Oversee the community events and it’s clean up.
• If an employee attends and works at a community event, the employee must be compensated. If an employee is a resident, they may attend and participate as a resident.
• Ordering and maintaining supplies for events. When purchasing supplies, they should be ordered online and delivered. The intent is to maximize the use of time of organizing and managing the event.
  
  
• Plus other work related items as needed

1. Current CPR and AED Certification, if required
2. Able to type a minimum of 45 wpm. A typing certificate may be required.
3. Hold and provide a valid California driver’s license and can provide proof of insurance.
4. Excellent verbal and communication skills.
5. Attention to detail.
6. Experience working for a community association is preferred.
7. Ability to establish and maintain productive working relationships with all staff, volunteers, committee members and residents.
8. A positive customer service attitude and tactful manner

Pay and Benefits:

$17.50   to $21.00, depending on education and experience.

Benefits include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High Deductible Medical Plan to be eligible)
• FSA 
• Education Reimbursement 
• 401K matching 
• Employee Assistance Program (EAP)
• 9 paid Holidays