Administrative Assistant (Compliance)

Position Summary:

Primarily responsible for providing administrative assistance to assigned Community Managers which includes customer service, preparing/mailing violation letters and overall administrative duties that lead to the success of on-going projects as well as for ensuring Architectural Guidelines and Governing Documents are upheld within designated communities by thorough knowledge of CC&Rs and Design Guidelines. Providing both customer service and education to homeowners in respect to compliance and submittal processes to ensure the overall success of the community.

Position Responsibilities:

• Provides direct support to assigned Community Managers in order to meet community standards.


• Addresses customer issues and ensures effective, long-term solutions.


• Provides customer service to homeowners via phone and email.


• Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and maintaining spreadsheets, etc.


• Maintains an effective process for tracking architectural submittals.


• Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.


• Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.


• Works with vendors to provide direction and collect bids per the manager.


• Designs brochures, pamphlets, handouts, etc. for communities.


• Maintains strict adherence to community and company deadlines.


• Provides relief to front receptionist.


• Partners with homeowners to educate and ensure effective, long-term solutions.


• Research issues of non-compliance and prepares documentation for Committee/Board review.


• Records and tracks compliance information through company database.


• Maintains detailed records of compliance through investigations and follow up reports of non-compliance.


• Investigates issues of complaints/accusations brought against second parties by homeowners and makes determinations based on these findings.


• Oversee the preparation of all compliance notices, fine notices and all related compliance issues as well as landscape and architectural submittals.


• Conducts routine property tours/inspections of all lots in the Community to ensure compliance with Association CC&Rs.


• Educates homeowners, staff and realtors on proper submittal processes and compliance administration.


• Meets with and provides ongoing education to homeowner committees.


• Utilizes a computer software tracking system (VMS) that ensures timely implementation of compliance.


• Monitors software database to uphold guideline standards.


• Performs other related duties as directed.

Knowledge, Skills and Abilities:

• Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.


• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.


• Exceptional organization and tracking skills.


• Ability to function efficiently in a fast-paced, demanding environment.


• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet, and e-mail systems.


• Ability to interact and work positively and effectively with homeowners and staff at all levels.


• Advanced communication skills both verbal and written.


• Superior customer service skills and phone etiquette.


• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment

• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.


• Utilizing a computer in an office setting.


• Utilizing personal vehicle to perform routine physical inspections of the Community.