Compliance Coordinator

FirstService Residential; Irvine (CA); On-site; USD 65,904,000 - 71,635,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Time off including vacation, sick, and

Company paid holidays

Tuition reimbursement

Legal services

Wellbeing support

Job summary

FirstService Residential is seeking a Compliance Coordinator to support the HOA compliance program across California. You’ll track regulatory requirements, assist with audits, and help ensure timely actions and accurate record-keeping for multiple communities.

The role emphasizes independent work, strong communication, and collaboration with the compliance team to uphold client service and quality standards.

Qualifications

• Must understand HOA compliance basics and related laws.
• Ability to work independently with minimal supervision.
• Strong written and verbal communication skills.
• Detail oriented with effective time management.

Responsibilities

• Retain knowledge of internal software (Connect, Jenark, FirstSource).
• Track compliance requirements for all clients and notify leaders as needed.
• Monitor trends in non-compliance and coordinate corrective actions.
• Coordinate tasks to ensure timely filings and document management.

Skills

Independent work

Team collaboration

Time management

Communication skills

Problem solving

Tools

Microsoft Word

Microsoft Outlook

Microsoft Access

Excel

Power BI

Job description

Description

Job Overview

The Compliance Coordinator (HOA Compliance Specialist) will be responsible for assisting the Compliance Team Manager with all tasks associated with tracking the communities the company manages throughout the state of California to ensure that they are in compliance with all relevant company, state and association regulations/laws and timelines, while ensuring the highest level of client services, quality assurance and best practice is provided to each client.

Compensation

$23.00-$25.00/hour

Schedule

Monday - Friday

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

CONNECT

• Retain expert knowledge of FirstService Residential’s internal software systems (e.g. Connect, Jenark, FirstSource)
• Perform ongoing tracking of compliance requirements for all clients.
• Notify department leader, Community Manager, Regional Manager and Vice President when compliance is not met.
• Track trends in non-compliance and work with department leader and Regional Mangers on rectifying matters through additional training and/or process required action.

Resolve Compliance Issues

• In instances where an Association is not in compliance with a regulation or set of regulations, the Compliance Team Coordinator must identify what needs to be done to come into compliance.

Stay Abreast of Regulatory Changes

• Civil Code and laws are added, removed and changed constantly. As such the Compliance Team Coordinator must stay current with all regulatory action relevant to our industry niche.

Specific Compliance Team Tasks include, but are not limited to:

• Tracking and submitting the payments into the AP Rush workflow
• Manage the filing and check request for all Secretary of State forms for all communities
• Tracking audits, ensuring saved in correct folders
• Scanning all tax documents and filing in correct folders
• Begin tracking and monitoring property taxes and payments

Skills and Qualifications

• Obtain industry knowledge and understanding of the complexity of the business and laws that surround the governing of community association.
• Ability to work independently with minimal supervision.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others.
• Must keep commitments; keeping others informed of work progress, timetables and issues as they arise that might compromise a deadline or other prior commitment.
• Excellent communication and writing skills and ability to interact with different personality types.
• Exhibit collaborative decision-making and problem solving skills by addressing problems and issues constructively to find mutually acceptable and practical business solutions.
• Address others by name, title or other respectful identifier, and respect the diversity of our workforce in actions, words and deeds.
• Highly organized and attentive to details.
• Strong time management abilities while working in a fast-paced, multitasking environment.Set and communicate deadlines and follow through on tasks for newly transitioned clients
• Must be able to work independently and in a team environment.
• Advanced knowledge of Microsoft Applications, especially Word, Outlook, Access, and Excel and PowerBI
• Ability to work under tight deadlines and consistently meet deadlines.
• Possesses personal and professional integrity.

Education & Experience

• HOA community management experience preferred but not required
• Proficient in English.
• Good general math skills.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively. Ability to make decisions and solve problems creatively.

Tools & Equipment Used

• General office equipment

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients. Bullet point any specific physical demands such as lifting requirements, standing or sitting, use of keyboard, etc…

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance availableTuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visitwww.fsresidential.com/california

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Equal Opportunity Employer

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.

All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.