HOA (Mutuals) Board Coordinator, Golden Rain Foundation

California Association of Community Managers; Walnut Creek (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

A leading community management organization is seeking an HOA Board Coordinator in Rossmoor, Walnut Creek. This full-time role involves providing administrative support for board management, coordinating communications, and ensuring compliance with HOA regulations. Ideal candidates will bring significant experience in HOA management and strong organizational skills to enhance community engagement.

Benefits

Vacation and sick pay

Health insurance

401k with matching

Flexible spending accounts

Life insurance

Qualifications

• Three years’ HOA management experience with increasing responsibility.
• Proven track record in common interest development management.
• Excellent oral and written communication skills.

Responsibilities

• Oversee planning and management of board meetings and act as Parliamentarian.
• Produce newsletters and communications for mass mailings.
• Assist Board of Directors with communications and administrative tasks.

Skills

Time Management

Detail Orientation

Communication

Customer Service

Education

AA or AS; BA/BS in Business, Management, English or related subject

Tools

MS Office Suite

Jenark

Netsuite

Adobe Acrobat

Zoom

Job description

HOA (Mutuals) Board Coordinator, Golden Rain Foundation

Rossmoor, Walnut Creek

About Rossmoor Walnut Creek

Rossmoor Walnut Creek is a nationally recognized community for active seniors who are 55 and older. With nearly 10,000 residents in 6,700 homes on 2,000 acres, Rossmoor is a beautiful, serene enclave about 25 miles east of San Francisco. Offering a vast array of activities, residents are inspired to create, enjoy, learn and participate in activities and sports that they never had time to learn or engage in when they were younger. With two golf courses, four swimming pools, tennis, pickleball, lawn bowling and numerous other activities, it is never dull in Rossmoor. Activity studios include dedicated facilities for art, ceramics, lapidary, sewing, and woodworking. Rossmoor also operates its own movie theater, TV station and weekly newspaper. There are more than 200 clubs in Rossmoor for every interest.

Rossmoor Walnut Creek’s (GRF) approximately 250 full-time, part-time and part-time/on-call employees provide a huge variety of services including maintenance, plumbing, carpentry, landscaping, golf course maintenance, recreation, lifeguarding, fitness training, vehicle repair, accounting, insurance and purchasing.

Eligible full-time employees are provided with vacation and sick pay, health insurance, dental, vision, employee assistance program, flexible spending accounts, life insurance, long-term disability insurance, and a 401k with a matching component. Centrally located in the heart of Contra Costa County, Rossmoor provides its own bus service including a connection to Walnut Creek’s BART station.

Position: HOA (Mutuals) Board Coordinator

• This position provides advanced administrative support and recommendations to the Board Presidents, Board Directors, and Sub-Committees of seven common interest developments in Rossmoor Walnut Creek. Additionally, the Mutuals’ Board Services Coordinator provides administrative support to the manager and supervisors of Mutual Operations. This is a Full-time, Hourly position with full GRF/RWC benefits.

  Duties and Responsibilities:

  • Provides oversight of the planning and management of all regular board, executive, and annual member meetings of assigned Mutual Boards and acts as Parliamentarian of such meetings. Prepare Board Packets; take and transcribe minutes; compose and prepare related correspondence. Prepare agendas and approved minutes for publication on Rossmoor website. Maintain official records per civil code requirements.
  • Produce newsletters, articles for community newspaper, surveys, ballot packages, resolutions, database reports, directories, flyers, special event notices and other communications for mass mailings.
  • Prepares for and assists at the Annual Meetings of the assigned Boards, including annual meeting notices, ballot packages, press releases, etc., in compliance with the applicable portions of the Davis-Stirling Act; assist Inspector of Election as allowed by Davis-Stirling.
  • Act as first point of contact between Board Directors and outside legal counsel, realtors, other GRF departments and residents, answering questions and directing residents as required to the appropriate Board Director.
  • Through independent judgment and discretion, provides continuity and consistent guidance to the Board Directors regarding appropriate boundaries of authority and action as related to the duties of a Director and how to respond to various and complicated homeowner matters while complying with the Davis-Sterling Act, including when it is appropriate to seek legal counsel or other outside expertise.
  • Update and maintain meeting date calendars for assigned Boards and their respective Committees.
  • Interface with accounting, order desk, member records, alterations, and other GRF departments as required. Provide administrative support to managers and supervisors of the Mutual Operations Division.
  • Assist Board of Directors with all Mutual Business communications including phone, correspondence, and email.
  • Other duties, as assigned, falling within the purview of the supervising manager.

Required licenses, certifications and/or education/degrees:

· AA or AS; BA/BS in Business, Management, English or related subject a plus.

Job-related knowledge, skills and abilities:

· Three years’ HOA management experience with increasing responsibility

· Proven track record of successful common interest development portfolio management

· Demonstrated excellence in time and priority management

· Detail Savviness – meaning, not only being detail-oriented, but be discerning about which details matter and when.

· Ability to work independently, be a self-starter, and prioritize work

· Excellent Oral and Written English language communication skills

· Demonstrated significant knowledge and understanding of Davis Stirling Act and the HOA administrative requirements associated with this body of legislation

· Knowledge in the use of the following databases:

o Jenark (or similar)

o Netsuite

o Outlook

o Others as requested and needed

· Advanced proficiency in MS Office Suite (Word, Excel)

· Knowledge of Simbli

· Intermediate proficiency in MS Office Suite (Publisher, PowerPoint)

· Significant knowledge and understanding of escrow and estate-planning requirements

· Advanced Adobe Acrobat proficiency

· Advanced proficiency in scheduling and hosting meetings remote meeting platforms like Zoom

· Ability to interpret and explain corporation policies and other governing documents to Board Directors and to additional stakeholders

· Enthusiasm for Customer Service

· Instincts for being a team player and collaborator up the chain, down the chain, and laterally

· Maturity and a sense of humor—patience for that which is trying and an ability to find humor in even the most stressful of situations.

Additional Requirements:

§ Clean and valid California driver license and satisfactory driving record are conditions of initial and continued employment;

§ Ability to meet the Dept. of Homeland Security requirements confirming identity and right to work in the United States is required;

§ Offer is contingent upon satisfactorily passing a pre-employment background check and drug test;

§ Previous employment must be verifiable.

CONTACT: To apply for this position, email your resume and cover letter to: [e-mail] .