Design Review & Covenants Assistant (Temp)

Description

The schedule for this position is Monday through Friday from 8:30am-5:00pm.

About Pelican Bay Foundation

Pelican Bay Foundation is the premier luxury community in Naples, FL. One of the area’s largest exclusive enclaves, situated on more than three square miles and bordered by pristine white-sand beaches, our community offers the most diverse slate of amenities and activities anywhere in the region.

The Foundation manages all common areas, including two beach facilities and two private beachfront restaurants, two tennis facilities, two boardwalks, the Fitness Center and Wellness Studio, the Community Center, and approximately 90 acres of land.

What You'll Do

• Perform administrative and clerical duties for the department, including correspondence, documents, manuals, guidelines, and reports related to design review/covenants with an attention to detail and accuracy. 
• Coordinate with Director to support all Design Review Committee meetings including scheduling and preparing Meeting Agendas, Minutes, and Notices with required postings to website in a timely manner. 
• Preparation of monthly, quarterly, and yearly stats for the department.
• Assist the Director with Exterior Project applications/submittals to ensure accuracy and completeness of fees, working with the accounting department staff as needed. 
• Assist Director with coordinating project submittals for review by the professional advisers, Design Review Committee. 
• Conduct research regarding property ownership, permits, previous applications, variances, set-backs, restrictions, and other applicable requirements in conjunction with neighborhood declarations and covenants.
• Coordinate and work directly with Field Inspector to ensure all related document and reporting activities are completed in a timely and accurate manner. 
• Update and maintain document management system, for all official documents and those related to the department to ensure all documents are properly scanned, indexed, and archived.
• Maintain a keen understanding of Declarations, Covenants, Restrictions, Guidelines, Rules, and Regulations as they relate to planned communities and/or associations.
• Assist Director with monitoring and ensuring compliance with PUD Monitoring Reports and FS 712 – Marketable Record Title Act (MRTA) for all associations within Pelican Bay, including all correspondence, recordings, and documentation.
• Perform customer relationship management functions including documentation, response, resolution, and assistance in a timely manner as defined by Director. Customers include members, property managers, board members, vendors, and professional advisors.
• Respond and verify information for Member Services Estoppel Requests within 24 hours.
• Responsible for all incoming calls for Department, Director and Field Inspector.
• Daily communication with Director and Field Inspector of all on-going activities.
• Cross-train with all team members to ensure a smooth work transition of duties when called upon.
• Perform any other duties as assigned by the Director of Design Review & Covenants.

Requirements

• Have 3-5 years of administrative experience, preferably in the community association management field, property management field, legal profession, or real estate industry.
• Tech savvy with an extensive background and working knowledge of computers and software packages designed for this field (Microsoft Office, Word, Excel, PowerPoint, Document Management Systems, SharePoint, Zoom and/or Lifesize, Teams Meetings preferred).
• Impeccable organizational, prioritization and time management skills, ability to establish and prioritize workload and schedules, meet established and/or changing deadlines, follow up on assignments and verify timely corrective action with a minimum of direction.
• Strong work ethic, with top-notch problem-solving skills, critical thinking skills and decision-making abilities especially when dealing with conflict resolution.
• Excellent interpersonal and communication skills (verbal, written and listening), excellent customer service skills, proven experience dealing with the public, including ability to deal with different or difficult personalities while maintaining confidentiality and discretion.
• Results driven, proactive, focused, with a passion for excellence 
• Ability to work as part of a team, as well as with members, contractors, architects, engineers and related vendors, as well as all Foundation employees.
• Licensed Community Association Manager (LCAM) certification preferred.
• Public Notary License (or achievement after employment).

We offer a competitive total compensation and benefits package and pride ourselves in providing a fun, evolving, culture-centric work environment.

Every team member joining our Foundation will share our Core Values:

• Welcoming: Help build and embrace a sense of community and belonging for all.
• Collaborative: Leverage our collective genius with a focus on clear communication, teamwork, and continuous improvement.
• Positive: Be open to new ideas and utilize creative problem solving to deliver exceptional member satisfaction at all touch points.
• Respectful: To always do the right thing even when it is hard and treat others with fairness, consistency, and respect.

Pelican Bay Foundation is an Equal Opportunity Employer and Drug Free Workplace