Developer Liaison

Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large scale onsite communities and master-planned community associations.

We have a new opportunity open for a Developer Liaison to join our amazing team in our Irvine Corporate Office. If you are looking to work in a collaborative and supportive environment with an opportunity for continuous growth and development, please read below!

Summary: The Developer Liaison is responsible for executing key tasks specific to new development properties. They will play a key role in ensuring the Developer needs are proactively met and new home clients are properly onboarded. Responsibilities include new property set-ups, executing the homeowner communication program and assisting sales team with homeowner inquiries, preparation and tracking of common area/utility turnover packages, architectural tracking and enforcement through notice of completion for first time buyers, set up and track developer bill-backs, set up of access control, process Clubhouse Rentals, assist the New Development Team Members with violation letter processing and provide Lifestyle/Event coordination for New Development properties.

What We Offer:

• Competitive Salary
• Hybrid and Flexible working arrangements
• Work-Life Balance
• Opportunities for career growth
• Training and mentorship from successful leaders in the HOA industry
• Cell Phone Stipend
• Mileage Reimbursement
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Insurance
• Pre-Paid Legal
• Employer Paid Basic Life/AD & D Insurance
• Voluntary Life and Short-Term Disability Insurance
• Free Employee Assistance Program
• 401(k) Retirement plan with Company Match
• Financial and Health/Wellness Education
• PTO
• Birthday Time Off
• 11 Paid Holidays (Half Days/Early office closure before certain major holidays)

Essential Job Duties and Responsibilities:

• Updates New Development property tracker when new contracts are received.
• Sets up New Development Planner, assigns tasks and tracks set up tasks to completion.
• Follows up with Developers on list of items needed, stores in appropriate folders.
• Completes set up of new properties to include the on-call sheet, CINC and Webaxis.
• Obtains EIN. Provides other departments with EIN and other information needed to complete their set up processes.
• Creates turnover list and set up turnover folders.
• Schedules and facilitates New Development Kick off meetings, including the preparation of the kickoff agenda. Follows up with Developers on items that arise out of meeting.
• Sets up Requests for Proposal (RFP) documentation packages for vendor bidding.
• Ensures all required documentation and approvals for approved vendors are completed.
• Coordinates payments and billing for Developer Bill backs as needed.
• Ensures the pre-determined homeowner communication emails are sent for each required new owner touch point; responds promptly to homeowner questions that arise from communication or escalates to the assigned New Development Manager. Closes the loop by following up to ensure inquiries were answered.
• Sets up welcome packages.
• Sets up all homeowner onboarding collateral and Sales Office Kiosks.
• Tracks new owner system set ups, provide new owners with their account number and instructions on how to set up their new portal. Ensures they sign up for email communication.
• Informs homeowners and sales teams of DRE budget updates and changes in assessments, updates on-call sheets and saves in appropriate system folder.
• Provides Developer teams with updated insurance certs and financials (as required) for FHA properties. Maintains tracking sheet for the properties that require it.
• Prepares monthly newsletters and bi-weekly homeowner eblast communication with Manager and Developer keeping owners informed of any association or Developer updates.
• Manages architectural tracking for new homes requiring yard installations; assists homeowners to ensure applications are complete and ready for submittal.
• Processes notices for homes not in compliance with required architectural timelines. Follows up with homeowners to ensure compliance with architectural requirements.
• Coordinates turnovers with the Developer, vendor(s) and Manager.
• Maintains monthly turnover tracking for properties; ensures all turnover documents are received, completed, and provided to the Developer and saved in the assigned folder.
• Requests utility bills from Developer, completes, submits, and saves utility turnover documentation.
• Obtains required signatures on DRE Bonds. Saves signed bonds in Board Meeting folders and provides to Developer.
• Programs access control systems/devices/mobile credentials. Provides devices to sales teams. Tracks receipt of required forms and update system information when applicable. Ensures on call sheet is updated with all instructions.
• Works with access control vendors to troubleshoot any issues that are reported or arise.
• Processes work order requests per procedures and enters information in appropriate work order
• program. Verifies warranty coverage with Developer before scheduling association vendors.
• Follows up on open work orders to ensure their completion.
• Follow up with Developer on completion of Maintenance Manuals. Provides to Manager and scan or save to files.
• Provides lifestyle planning and coordination for new properties to include meet/greets and Community events, Coordinate with Developer and Manager.
• Regularly updates and maintains Association reference on call information sheet.
• Processes any additional requests for transponders, gate remotes, keys etc. in accordance with the governing documents. Maintains inventory of keys, transponders, gate remotes, etc. through completion of community.
• Responds to general inquires on governing documents.
• Processes reservations for amenities to include homeowner communication before and after reservation.
• Provides requested reports, letters, and other communications to assigned Managers.
• Executes customized violation letters at the request of the Board/Manager with details provided by Manager.
• Assists with general inquiries regarding violation letters.
• Provides exceptional support to meet or exceed expectations of a high-volume, high-demand, tailored services as needed for Developer client base with complex operations and/or a variety of high-end amenities.
• Completes special projects as needed and approved by Supervisor.
• Practices and adheres to Keystone’s Core Values, Mission and Vision.
• Perform all work with Keystone’s Moments that Matter in Mind.
• Perform other duties as assigned.

Qualification Requirements:

• Must have a valid Driver’s License and maintain clean MVR.
• Must have reliable transportation.
• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire, and demeanor always.
• Demonstrate effective strong verbal and written communication and listening skills.
• Demonstrate problem solving abilities.
• Must be proficient with computer programs, including Word, Outlook, and Excel.
• Demonstrate organizational skills and ability to independently prioritize daily workload.
• Must work effectively with co-workers and clients.
• Excellent interpersonal and customer service skills.
• Strong verbal and written communication.

Education and/or Experience:

• 2-3 years of experience working in a Customer Service role.
• Previous HOA management experience preferred, not required.
• Bachelor’s Degree preferred.
• High School Diploma required.

Work Environment:

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Typical office environment with low-level noise exposure.
• Ability to sit, stand, and operate business equipment.

We invite you to view our LinkedIn, Instagram, and Facebook to get an inside look on what Keystone is all about! Check out our website at www.kppm.com. Click on “Careers” and stay connected!

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to [email protected] for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to accessibility of the on-line application system by individuals with disabilities.

Keystone Pacific Property Management, LLC is an equal opportunity employer. All applicants will be subject to a Background Check.