Compliance Coordinator (HOA)

Group Jazz; Diamond Bar (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Group Jazz in Diamond Bar, CA seeks a Compliance Coordinator to perform inspections of all residential and common properties and ensure adherence to Governing Documents, Rules & Policies, and Design Guidelines.

Responsibilities include preparing inspection reports using company software (Vantaca), collaborating with the Architectural Review Committee to develop compliant procedures, and creating educational materials for members.

Qualifications

• Bachelor’s degree from a four‑year college or university, or 1–2 years related experience and/or training, or an equivalent combination of education and experience.
• Ability to read, analyze, and interpret common documents and communicate effectively with diverse stakeholders.
• Strong written and verbal communication skills and professional presence.

Responsibilities

• Perform compliance inspections of all residential and common properties.
• Prepare inspection reports using company software (Vantaca) and advance and step accordingly.
• Collaborate with the Architectural Review Committee (ARC) to develop and recommend policies and procedures for compliance for both internal staff and external customers (members).
• Develop and distribute educational materials (emails) on compliance consistent with the Governing Documents, including Rules & Policies and Design Guidelines.
• Prepare and distribute completed ARC applications to committee members on a weekly basis for their review.
• Advance or step ARC action items as appropriate.
• Prepare and distribute ARC meeting agenda, minutes, and associated materials at least three days before the ARC meeting(s).
• Attend ARC meetings, facilitate discussion, and provide input.
• Ensure that compliance is performed in a manner consistent with established standards.
• Identify and develop plans for overall compliance with residential policies and guidelines for review by the General Manager.
• Prepare a monthly compliance report for the Regular Board Meetings.
• Interact professionally with the public (members, vendors, builders, etc.). Respond to customer calls in a timely manner and follow up where applicable to ensure issues are resolved.
• Attend manager meetings weekly, identify and solve problems, and communicate with Department Heads.
• Prepare for and attend monthly Board Meetings to advise the Board of Trustees on details of appealed violations, facilitating clarity.

Skills

Attention to detail

Communication skills

Analytical thinking

Education

Bachelor’s degree or equivalent combination of education and experience

Tools

Vantaca software

Word processing & spreadsheets

Email & reporting tools

Job description

Position Overview

We are seeking a motivated, detailed, communicative, and personable Compliance Coordinator at the Diamond Bar Country Estates office in Diamond Bar, CA.

Responsibilities & Duties

• Perform compliance inspections of all residential and common properties.
• Conduct monthly routine inspections of all residential and common properties, consistent with the Governing Documents, including Rules & Policies and Design Guidelines. These inspections include Notice of Completion inspections for modifications, inspections in response to complaints of a violation at a property, properties under modification, and properties scheduled for hearings.
• Prepare inspection reports using company software (Vantaca) and advance and step accordingly.
• Collaborate with the Architectural Review Committee (ARC) to develop and recommend policies and procedures for compliance for both internal staff and external customers (members).
• Develop and distribute educational materials (emails) on compliance consistent with the Governing Documents, including Rules & Policies and Design Guidelines.
• Prepare and distribute completed ARC applications to committee members on a weekly basis for their review.
• Advance or step ARC action items as appropriate.
• Prepare and distribute ARC meeting agenda, minutes, and associated materials at least three days before the ARC meeting(s).
• Attend ARC meetings, facilitate discussion, and provide input.
• Ensure that compliance is performed in a manner consistent with established standards.
• Identify and develop plans for overall compliance with residential policies and guidelines for review by the General Manager.
• Prepare a monthly compliance report for the Regular Board Meetings.
• Interact professionally with the public (members, vendors, builders, etc.). Respond to customer calls in a timely manner and follow up where applicable to ensure issues are resolved.
• Attend manager meetings weekly, identify and solve problems, and communicate with Department Heads.
• Prepare for and attend monthly Board Meetings to advise the Board of Trustees on details of appealed violations, facilitating clarity.

Qualifications

• Bachelor’s degree (B.A.) from a four‑year college or university; or one to two years of related experience and/or training; or an equivalent combination of education and experience.

Language Ability

• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Ability to write speeches and articles for publication that conform to a prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.

Reasoning Ability

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer Skills

• Knowledge of Word Processing software, spreadsheet software, work order processing software, database software, internet software, and email.

Working Conditions

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is exposed to outdoor weather conditions due to inspections. The noise level in the work environment is usually moderate.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl.
• The employee is occasionally required to climb or balance, taste, or smell. The employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, color vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Equal Opportunity Employer

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.