Onsite Architectural Coordinator / Recreation Assistant (TCA2023-5805)

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.

 

• Have a thorough understanding of the community and help achieve the goals and objectives therein.
• Display professionalism and a sense of pride in all aspects of duties and responsibilities of the community.
• Complete all assignments in a timely manner or by the noted deadline.
• Adhere to company and/or association policies and procedures.
• 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

 

Recreation Assistant

 

• Explain and enforce rules and regulations to homeowners and guests of the recreation facility.
• Identify situations where residents are not able to safely participate in an activity and inform the Director.
• Event setup and may include janitorial duties.
• Office memo preparation, ID card and paperwork, other office duties assigned by the Director.
• Comply with quality assurance expectations and standards. Move, lift, or carry objects weighing less than or equal to 40 pounds, stand, sit, or walk for an extended period of time.
• Other work related tasks as needed

 

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

 

Pay and Benefits

 

$15.50 to $18.50, 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