Onsite Architectural & Compliance Coordinator (NBCA2024-7807)

GrandManors is a Division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The GrandManors professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

RealManage 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 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, we are always getting better.

ARCHITECTURAL:

• Scan, route, and track receipt of architectural applications (including entering notes) in our proprietary software; forward to the Architectural Review Committee (ARC) for review and determination
• Respond to email and phone inquiries from homeowners, Boards of Directors, and ARC members; answer as appropriate and route to internal points of contact as needed
• Verify, approve, and mail deposit refunds for architectural requests
• Submit and track all internal ARC documentation (i.e. check requests) to internal team members
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents related to the client
• Coordinate and attend bi-monthly ARC meetings, prepare draft agendas, meeting minutes and any additional materials desired by the committee.
• Perform community site reviews as directed to determine any ARC violations, modifications without prior approval or any modifications made that are not consistent with approved plans
• Conduct meetings on-site to review
• Conduct exterior inspections of homeowner modifications, or improvement requests to verify specifications are in accordance with approved plans and/or Governing Documents
• Prepare and send notice of ARC review results to homeowners and Neighbor Notifications to all adjacent owners within the required timeframe
• Prepare and distribute reports and packets as needed/directed
• Other duties and special projects as assigned
  
  COMPLIANCE:
• Perform community site reviews to determine violations of the Governing Documents and to ensure quality standard compliance
• Prepare and mail compliance notices produced from site reviews and/or as reported by board members, or other management team members
• Receive calls, communicate and collect written correspondence from homeowners regarding compliance matters
• Conduct marine facilities for compliance and billing
• Regularly communicate with multiple levels of staff to ensure effective channels remain open between HOA and homeowners, serve as a conduit to relay feedback appropriately and in a timely manner
• Prepare compliance packets and reports and attend the compliance committee or Board meetings in the absence of the Manager or as directed
• Other duties and special projects as assigned

ADMINISTRATIVE:

• Submit work orders when needed for association-maintained areas, manage work order process, including follow-up and closing of work orders
• Respond timely to inquiries from homeowners, vendors, via email, phone calls, etc.
• Assist team with special projects for association needs, including research assist when needed with annual mailings or special projects
• Maintain and file community/homeowner records
• Coordinate and file association facility reservations
• Attend periodic meetings for minute taking, and others (such as annual) to assist with check in
• Assist team with meeting follow-up actions, including compliance letters, notices, newsletters, flyers and any other document as needed
• Other duties as assigned

• High School Diploma (or equivalent); Associate’s Degree preferred
• Experience with HOA Management nrequired
• Experience in architectural review is required
• Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
• Conflict resolution skills
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills
• Excellent written and verbal communication
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all internal and external customers at all times
  
  

SPECIAL POSITION REQUIREMENTS:

• Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy

ESSENTIAL FUNCTIONS: 

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds
• Possibly travel to and from offsite locations

Pay and Benefits:

$28.00   to $30.00, 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)
• 11 paid Holidays