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Title

Architectural and Compliance Administrator 

Category Administration  
Description

The Management Trust
Position Title: Architectural and Compliance Administrator
Location: PGA WEST Fairways (La Quinta, CA)
Reporting To: General Manager
Status: Non-Exempt, Full-Time
Salary: DOE

COMPANY PROFILE:

The Management Trust is a community association management company.  We believe that building and maintaining a community takes more than just hammers and nails.  It takes integrity, trust, experience, and support.  Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them.  We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation.  Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day.  It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Architectural and Compliance Administrator is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: supporting a wide array of procedural and administrative business needs, processing architectural application requests and related compliance matters, ensuring consistent understanding and adherence to the community’s CC&Rs, Rules and Regulations, ARC Guidelines (i.e. Governing Documents), partnering with the management team as needed to complete various administrative projects and client demands.

JOB DUTIES AND RESPONSIBILITIES:

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 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
  • 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 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
  • Program gates/remotes and other access devices
  • 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

QUALIFICATIONS:

  • High School Diploma (or equivalent); Associate’s Degree preferred
  • Experience with HOA Management
  • Experience in architectural review is a big plus, but not 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

SUPERVISES OTHERS?  IF SO, LIST:

  • None

SCHEDULE & TRAVEL:

  • Monday-Friday from approx. 8:00 am-5:00 pm
  • This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer.  We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.

 
Division TMT-02-CALIFORNIA DESERT  
Location ONSITE CALIFORNIA DESERT - LA QUINTA  
EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.

The Management Trust reserves the right to modify any job description at any time based on business need.
 
Email None Specified 


This position is currently not accepting applications.

To search for an open position, please go to http://TheManagementAssociationInc.appone.com



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