Design Review Board Administrator (ECO2023-6139)

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.

 

Responsibilities

 

Design Review Board Administrator

 

Manages Meeting Submission Process and Project Review and Approval Process:

 

• Attend monthly scheduled meeting with APR on the DRB Meeting submission deadline date to review all submissions received for design completion/deficiencies based on Design Guidelines checklists.
• Review the submission checklist and note deficiencies while APR reviews plans.
• Provide applications to CPOA Admin to process, upload to and document in ciranet.
• Create and email out deficiency reports for each submission to Applicants.
• Create Meeting Agenda and submit it to DRB Chair for approval.
• Communicate with project representatives, DRB committee, and Cordillera Property Owners regarding submission questions as needed.
• Determine with APR at time of submission if any submissions qualify for DRB committee off-agenda review or do not qualify to be scheduled on upcoming meeting agenda.
• Manage DRB review process and upload documentation into CiraNet for all off agenda reviews including submit to DRB vote and email approval letter to Applicant.
• Create PDF architectural staff reports (the 1 st page only of the APR’s report) for each project and email with Agenda and Zoom link to meeting participants prior to the DRB meeting.
• Schedule Zoom meeting and communicate the link to all participants.
• Organize submissions in drop box, provide DRB with Drobox link.
• Attend Design Submission Pre-design consultations with APR as necessary to answer any administrative/process questions.
• Manages DRB committee member and alternate interview and approval process.
• Main point of contact for communication with DRB and CPOA.
• Manage information on CiraNet to the community including; mass communications on behalf of DRB Admin, upload Agenda and Meeting Minutes, verify or upload current forms and documents.
• Manage submittal process and coordination for minor modifications.
• Manage All reviews on CiraNet, upload supporting documentation, write notes to the DRB to summarize material and data.

 

Facilitate and Manage Monthly DRB Meeting:

 

• Organize and facilitate the DRB Meeting, introduce all project teams during the meeting, note all actions, create and distribute meeting minutes and architectural meeting notes reports to project representatives.
• Attend and participate in monthly DRB meetings, including pre-meeting and post meeting discussions.
• During the meeting, answer any process questions as necessary.
• Update Monthly New Single Family Home Build-Out Report.
• Create Monthly DRB Admin Report.

 

Facilitate and Manage Technical Review Process:

 

• Provide Technical Review checklist to Applicants.
• Create and provide Compliance Agreements.
• Email Applicants Technical Approval Letters.
• Upload all final Technical documentation into CiraNet.

 

Manage Design Guidelines, Checklists and Applications Revisions

 

Manage Lot Line Vacation/Reinstatement Process

 

DRB Accounting:

 

• Payment Processing for All Projects: Collect checks, write notes of receival in CiraNet, and post the associated project fee to the homeowners account, write homeowner account number on associated check, and scan the check using Pacific Western process, including verifying bank and routing numbers, re- enter homeowners account, and enter check details. Assist homeowners with alternate payment options, including; echeck and credit card processing.
• Compliance Release: After APR completes Compliance Site Visit Report and DRB Admin signs Compliance Release Form; create a case to GrandManors, requesting verified funds be released to homeowner, upload backup documentation and follow workflow through AP process.

 

Plus other work related tasks as needed

 

Qualifications

 

Qualifications: Ability to understand and communicate the design review requirements is essential.

 

Skills needed:

 

• Multi tasker,
• Ability to leaner and use technology,
• Professional communication skills
• Ability to prioritize to meet deadlines
• Strong customer service skills
• Accuracy for details
• HOA experience or experience with reviewing home plans or architectural coordinator experience preferred.

 

Benefits package - employee monthly premium paid by employer