Covenants Administrator

Associa•Chantilly, VA

62d•$15 - $17

About The Position

The Covenants Administrator is a heavily administrative role that supports HOA and Condo communities and their Board of Directors as it pertains to theirArchitectural and Covenants rules and regulations. Thejob duties are clerical and administrative in nature where attention to detail, fact finding, report writing, customer service, and excellent communication skills (written and spoken) are required for success. The work is primarily a specific administration function. Act as a resource to, and representative of, the Department as directed. Copy and prepare Application packets for the ARB's assigned to you in a timely manner and in the way instructed for each individual Board. Get Resale documents to the Resale office daily. Answer incoming phone calls and assist them as appropriate and directed within 24 hours. Update and organize files and databases as time allows. Keep a calendar to assist you in prioritizing and accomplishing tasks by deadlines. Keep your desk organized and maintain organized and accurate files and records. Submit appropriate bills to Associations charging for the work completed at least monthly or bi-monthly.. Perform your work accurately paying attention to all detail. Demonstrate and be able to articulate knowledge of company contracts and services Interact with homeowners with understanding illustrating a calm and professional manner and competency in the ability to explain the action taken or to take. Refer homeowners to the right person who can assist right away if you are unable to. Know your documents and forms so you can use them appropriately for yourself and your homeowners. Applications Review all mail and go over the homeowners submission to ascertain if all necessary documents are present. If incomplete send letters or call the homeowner and request the additional information. Assign an application number from our log and enter the application in C3 Make copies and organized packets for Committees Enter decisions as they come back and send letters to the homeowners. Violations When we receive emails, inspection sheets (from resales, managers, and comprehensives) or complaints we enter them into C3 Start the violation process of sending out Letters and requesting follow up inspections as directed. Resales Once Checklist is received enter the information into C3 and if there were violations send a violation letter. (Be sure to check C3 for accuracy first) Make 2 copies of everything for the resale office and keep a copy for the unit files.

Requirements

Minimum of High School graduate with some college desirable.
Must be detail-oriented, able to tactfully handle sensitive issues, and manage multiple priorities.
Employee should possess excellent written and communication skills for interaction with homeowners, committees & volunteer Board of Directors.
Individual is to be personable and enjoy working with people.
Professional attitude and behavior is expected at all times.

Responsibilities

Act as a resource to, and representative of, the Department as directed.
Copy and prepare Application packets for the ARB's assigned to you in a timely manner and in the way instructed for each individual Board.
Get Resale documents to the Resale office daily.
Answer incoming phone calls and assist them as appropriate and directed within 24 hours.
Update and organize files and databases as time allows.
Keep a calendar to assist you in prioritizing and accomplishing tasks by deadlines.
Keep your desk organized and maintain organized and accurate files and records.
Submit appropriate bills to Associations charging for the work completed at least monthly or bi-monthly.
Perform your work accurately paying attention to all detail.
Demonstrate and be able to articulate knowledge of company contracts and services
Interact with homeowners with understanding illustrating a calm and professional manner and competency in the ability to explain the action taken or to take.
Refer homeowners to the right person who can assist right away if you are unable to.
Know your documents and forms so you can use them appropriately for yourself and your homeowners.
Review all mail and go over the homeowners submission to ascertain if all necessary documents are present.
If incomplete send letters or call the homeowner and request the additional information.
Assign an application number from our log and enter the application in C3
Make copies and organized packets for Committees
Enter decisions as they come back and send letters to the homeowners.
When we receive emails, inspection sheets (from resales, managers, and comprehensives) or complaints we enter them into C3
Start the violation process of sending out Letters and requesting follow up inspections as directed.
Once Checklist is received enter the information into C3 and if there were violations send a violation letter.
Make 2 copies of everything for the resale office and keep a copy for the unit files.