Violations and ACC Coordinator

KW Property Management Careers•Venice, FL

1d•Hybrid

About The Position

This role is responsible for managing and documenting all Association violations, including conducting necessary inspections, understanding Board and GM regulations, and tracking compliance. The coordinator serves as the primary contact for non-compliance letters, follows up on compliance or fines, and provides documentation to the Property Manager for Board determination of fines. They will update KWPM systems with violation documentation and attend monthly Violation Control Committee Meetings. Additionally, the position handles all documentation for the Architectural Control Committee (ACC), including inspections, understanding regulations, and assisting homeowners with ACC applications. The coordinator maintains KWPM systems with ACC applications and approvals, acts as the primary contact for ACC-related questions, and interacts with the ACC and ACC Board Liaison. Support for ACC includes scanning and recording applications into a database, preparing agendas for ACC meetings, posting agendas, maintaining the application database, recording ledger entries for damage deposits, preparing decision letters for the chairperson, posting meeting minutes, providing inspection forms, and preparing letters regarding project completion or rejection.

Requirements

Prior experience in a related position
Ability to read and comprehend simple instructions, short correspondence, and memos
Ability to write simple correspondence
Ability to effectively present information in one-on-one and small group situations to other employees of the organization
Attention to detail and organization
Ability to work well with others
Manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures

Nice To Haves

A high school diploma or equivalent
Previous experience with computers and software used in an office environment

Responsibilities

Responsible for all documentation of Association violations
Conduct inspections as necessary
Understand regulations and rules as provided by Board and GM
Track violations for completion and document compliance
Perform repeat inspections as necessary within the timeframe determined for violations compliance
Serve as the primary contact for all non-compliance letters and follow-up to compliance or fine
Provide PM with all documentation requesting compliance and resolution
Update any KWPM systems with violations documentation as directed
Attend Violation Control Committee Meetings on a monthly basis
Responsible for all documentation of Association Architectural Control Committee (ACC)
Conduct ACC inspections as necessary
Understand ACC regulations and rules as provided by Board and GM
Assist Homeowners with questions related to ACC Applications
Update and maintain KWPM systems with applications and approvals as they relate to ACC
Serve as the primary contact for ACC related questions
Interact with the ACC on the basis as created by such committee and ACC Board Liaison
Scan and record applications to a database that tracks the application from submission to final approval following inspection
Maintain an historic record of applications for each address
Transfer scanned applications for an upcoming ACC meeting to a list in agenda format
Distribute applications and list to the committee members one week prior to the meeting
Post the agenda as required
Maintain the database of applications and record the ledger entry debit to the homeowner’s account for the damage deposit
Prepare letters based on the decisions of the committee for the signature of the chairperson
Post the minutes of the meeting as prepared by the committee as required
Provide inspection forms to the committee that have been requested by applicants or are due for inspection
Prepare letters notifying homeowners that their project is complete, and their deposit has been returned, or that the inspection was rejected and has been referred to the Compliance Officer for further action