Architectural and Review Coordinator

Job Title: Architectural and Review Coordinator

 

Reports to: Assistant General Manager

 

Location: Rocklin, CA

 

JOB SUMMARY:

 

The Architectural and Review Coordinator takes a lead role facilitating the community's architectural submittal processes and is the point person for homeowner interactions, responsible for consistently providing outstanding customer service. This person will schedule and coordinate the Architectural Review Committee meetings and perform various administrative duties to support the architectural process and community.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

• Follows and exemplifies FirstService Residential's Global Service Standards and Core Values.
• Maintains a positive working relationship with fellow Associates, Homeowners, and Visitors.
• Creation and maintenance of accurate and complete records as required to properly and effectively implement the Architectural Programs. This includes homeowner computer files, architectural reports and correspondence, appeal correspondence/requests, plan submittals (pending, approved and denied), homeowner correspondence, all physical files and plans relating to architectural, tract maps noting status of each lot, etc.
• Become the Associations subject matter expert in the design review process.
• Follow and guide homeowners through the proper architectural procedures as outlined in the Association's governing documents, department's policies, and as otherwise directed.
• Document, track, and update architectural requests in Connect and Smartwebs consistently and accurately.
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ARC activities, take minutes during ARC meetings, and prepare responses to applications for residents.
• Conduct follow-up on application status, notice of completions, complete architectural minutes following each meeting and/or other items as needed.
• Be able to easily recall and communicate architectural requests and the homeowner's application details with the Architectural Review Committee (ARC) members and other Associates.
• Interact and assist homeowners regarding architectural inquiries, application results, and the architectural processes.
• Schedule and/or coordinate ARC meeting dates with homeowners, vendors, and the ARC in a timely manner.
• Maintain accurate and complete records of homeowner communication and architectural submittals.
• Partner with Community Services Representative on enforcement related items that relate to architectural. This includes documentation in Connect and/or Smartwebs on all communication and updates relating to architectural.
• Utilize Company technologies to perform job functions.
• Report any safety or hazardous items immediately to supervisor.
• Attend team meetings, committee meetings, Board meetings, or industry functions as required.
• Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, drop off/pick up architectural submittals, etc.
• Prepares for and attends all ARC meetings as designated by association requirements.
• Conduct and advise the ARC during Committee meetings in accordance to governing documents and state law.
• Send all formal communication by mail relating to architectural status on submittals and notice of completions.
• Maintain consistent and regular attendance.
• Work closely with other Associates as well as the ARC members and consultants in a professional manner.
• Maintain and organize all files daily.
• All other assignments as deemed necessary by the Board of Directors, ARC, or supervisor.
• Participation in community events as directed.

 

ADDITIONAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

 

• When required assist in the administration of all front desk operations which includes but is not limited to the following: Access Card/ Gate Remote issuance, which includes the creation and distribution of access cards and transponders or, the replacement key cards and transponders and the updating of tracking software. New Owner Orientation to include review of governing document compliance rules.
• Maintain a general "awareness" of events occurring on the property, always to respond to member questions. Assist with Lodge event ticket sales, Clubhouse/Lodge rental requests Assistance with Community social events. Prior approval required by GM for overtime.

 

Supervisory Responsibilities

 

• No supervision currently.

 

Qualifications

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

• Have reliable transportation, a current California driver's license, and the current state mandated vehicle insurance.
• Ability to work with strong personalities and possesses strong internal and external customer relation skills.
• Ability to communicate effectively with all levels of Management, Associates, Members and others.
• Works well under pressure and in a fast-paced environment.
• Demonstrates attention to detail and displays exceptional organizational and time management skills.
• Can work independently, prioritize daily workload, multi-task, and monitor progress for the successful completion of projects.
• Be flexible, able to take direction, have a positive attitude, communicate effectively, and work as part of a high functioning team.
• Sees tasks and assignments through to resolution.
• Strong ethical practices.
• Excellent attendance and punctuality.
• Possess excellent written and oral communication skills and is proficient in English; additional languages are a plus.
• Effectively communicate with the Board, Homeowners, or Visitors through written and verbal correspondence.
• Proficient in Microsoft Office applications at an intermediate level; including MS Word, Excel, PowerPoint, Outlook, and Publisher.

 

EDUCATION And/or EXPERIENCE

 

Must possess a high school diploma. College degree is preferable.

 

Language Skills

 

Proficient in English.

 

Mathematical Skills

 

Strong general math skills.

 

REASONING ABILITY

 

• Must be resourceful and a creative problem solver.
• Must be able to work independently and prioritize daily workload.

 

CERTIFICATES, LICENSES, REGISTRATIONS

 

Valid California driver’s license and state mandated vehicle insurance.

 

PHYSICAL DEMANDS

 

The physical demands described here are representative of those that must be met by an associate to successfully

 

perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with

 

Disabilities To Perform The Essential Functions.

 

Must be able to lift 25lbs.

 

Must be able to sit for extended periods of time.

 

Must have finger dexterity for typing/using a keyboard.

 

Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 25 pounds.

 

Talking and hearing occur continuously in the process of communicating with guests, associates, supervisors, vendors, and our clients.

 

WORK ENVIRONMENT

 

The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. May require some driving, must have a valid driver’s license.

 

Full time position. Typical schedule, Monday through Friday, 8:30 a.m. – 5:00 p.m., unless otherwise specified. Must be able to work some evenings to attend meetings. Consistent and regular attendance required. Requires driving, must have a valid driver’s license

 

About Us:

 

FirstService Residential is North America's foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.

 

We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, apply today or join our community and learn more about FirstService Residential.

 

To learn more about our company and culture, please visit www.fsresidential.com/california

 

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

 

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.