Compliance Administrator

HOAMCO; Prescott (AZ); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Wellness program

Flexible Spending Accounts

401k with company match

Paid time off

Parental leave

Training and educational assistance

Employee Assistance Program

Disability insurance

Life insurance

Pet insurance

Job summary

HOAMCO is seeking a Community Management Administrator to support the Community Manager in day-to-day operations of the Community and its common areas. You will work with the Board, HOAMCO staff, and an assigned Accountant to handle administrative management, ensuring resident needs are met with high satisfaction.

Responsibilities include maintaining records, preparing reports, attending meetings, enforcing community regulations, and assisting with budgets and board packets.

Qualifications

• Associates Degree or equivalent experience required.
• 2-3 years of full-time office management or administrative experience.
• Excellent verbal and written communication skills, and telephone etiquette.
• Advanced proficiency in Microsoft Office software and website applications.
• Ability to work with a diverse range of contacts.
• Ability to design forms, reports, spreadsheets, and filing systems.
• Ability to solve problems and devise appropriate solutions.
• Ability to multi-task, prioritize and adapt to changing environments.
• Follow instructions and procedures.
• Strong organizational skills and attention to detail.
• Available evenings and after-hours for emergencies.
• Present a positive image of the company.
• Prioritize tasks in a fast-paced environment and handle interruptions.
• Team player who helps others.
• Strong interpersonal skills and ability to work well with others.
• High standard for customer service.
• Enthusiastic, professional, and positive demeanor.
• Integrity and credibility.

Responsibilities

• Support Association Manager on day-to-day management of communities.
• Maintain knowledge of applicable regulations and governing documents.
• Develop professional relationships with boards and staff.
• Attend Homeowner Association meetings as needed.
• Oversee compliance processes and enforce regulations.
• Maintain records for the community and common areas.
• Prepare forms, reports, spreadsheets, and filing systems.
• Assist with budgets, Board packets, agendas, and meetings.
• Prepare weekly/monthly/quarterly/annual reports.
• Respond to communications professionally and timely.
• Maintain residential files and legal documents.
• Draft correspondence and reports to homeowners and vendors.
• Conduct regular inspections for CC&Rs compliance.
• Obtain bids and contracts as needed.
• Assist in vendor management and project oversight.

Skills

Verbal and written communication

Telephone etiquette

Interpersonal skills

Customer service

Multi-tasking

Prioritization

Attention to detail

Team player

Professionalism

Integrity

Problem solving

Adaptability

Organization

Positive demeanor

Education

Associates Degree or equivalent experience

Tools

Microsoft Office Suite

Website applications

Job description

HOAMCO team members are passionate and work independently yet understand the value of teamwork. As a company, HOAMCO builds open and honest relationships through communication, and delivers exceptional customer service to each person we come in contact with. Knowledge of HOA Compliance is preferred. This candidate needs the ability to properly communicate professionally verbal and written.

Under general supervision of the Community Manager, the Community Management Administrator is responsible for supporting the Manager in overseeing the day-to-day operations of the Community and its common areas and facilities. This position works with the Manager, the Board of Directors, HOAMCO, an assigned Accountant, and other assigned staff, as necessary, to conduct administrative management of the community. The Management Administrator will actively support community values, vision and philosophies, while demonstrating a style of communication that allows residents’ needs to be met with a high level of satisfaction.

• Support Association Manager on day-to-day management of communities.
• Acquire and maintain a full working knowledge of all applicable State and Federal Regulations pertaining to common interest communities, the governing documents and policies of the Association, and policies of HOAMCO.
• Develop and maintain a professional relationship with the Association Board of Directors, Association Manager, and other HOAMCO and Association staff.
• Facilitate and attend Homeowner Association meetings, as needed.
• Enforce restrictions and regulations by overseeing compliance processes and procedures.
• Maintain up to date records of all tasks relating to the community and its common areas.
• Create forms, reports, spreadsheets, presentations, and filing systems to provide clerical assistance for association manager, accounting department, ARC, etc., as necessary.
• Assist with administrative tasks: review budgets, create and prepare Board of Director packets and agendas, record and transcribe Board meetings, and administer website and newsletter.
• Ensure timely and accurate preparation of various weekly, monthly, quarterly, & annual reports.
• Answer electronic, paper, and telephone correspondence as appropriate and respond to customer problem resolution issues in a professional and timely manner.
• Upkeep of residential files and records, legal documents, property deeds, construction plans, member rosters, contracts, annual reports, meeting minutes, Caliber and iSynergy filing and all other relevant records.
• Draft necessary correspondence and reports to homeowners, association Boards of Directors, HOAMCO, vendors, etc., adhering to guidelines and procedures.
• Perform regular inspections of communities to ensure Association and Homeowner compliance with the community CC&Rs and policies.
• Purchase supplies, obtain bids and/or request the preparation of contracts as necessary.
• Assist the Association Manager with the management of vendors to include contracting, observing, procedure adherence, and evaluation.
• Oversee/Assist in Project Management

Qualifications & Experience

• Associates Degree or other equivalent experience.
• 2-3 year full time office management or administrative experience.
• Excellent verbal and written communication skills, and telephone etiquette.
• Advanced proficiency in Microsoft Office software and website applications.
• Ability to work effectively and professionally with a diverse range of both internal and external contacts.
• Ability to design effective forms, reports, spreadsheets, presentations, and filing systems.
• Ability to assess problems and formulate appropriate solutions.
• Ability to multi-task, manage priorities and adapt to changing environments.
• Ability to follow instructions and procedures.
• Strong organizational skills and attention to detail.
• Available evenings and days off for after-hour emergency purposes.
• Ability to consistently project a positive image of the Company.
• Ability to prioritize tasks in a fast-paced environment, while handling interruptions as part of the routine.
• Strong team player, willing to help out and assist others when needed.
• Highly effective interpersonal skills and the ability to work well with others.
• Strong sense of and high standard for customer service.
• An enthusiastic, professional, and positive demeanor.
• Integrity and credibility.

PHYSICAL REQUIREMENTS

The physical requirements can vary, but generally, they may include:

• Mobility: continuous moving, bending, sitting, walking, kneeling
• Working conditions: Office/Vehicle
• Driving: Ability to operate a vehicle to perform certain job functions. (Please note: We will request and review an MVR at the time of hire and on a periodic basis thereafter to ensure that employees maintain a satisfactory driving status.)

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodation in performing the job duties as described in the job description, discuss with your manager.