Community Compliance Coordinator
Job DescriptionJob Description
Purpose: Supports the daily operations of the Compliance Department and Covenants Committee and Legal Committee. Administers the complaints process from start to finish, including inspections, staff findings, and follow-ups as needed. Assists members to ensure understanding and conformance of the Association’s governing documents, standards, and regulations. General supervision is received from the Community Compliance Manager and Director of Covenants Administration.
Essential Duties and Responsibilities:
1. Coordinates the administrative process for monthly Legal Committee and Covenants Committee meetings; inspects properties prior to meetings; acts as liaison between property owners, legal counsel, staff and the committees on all matters involving committee administration; assists in developing or revising administrative procedures.
2. Performs exterior property inspections to ensure compliance with the Association’s Use and Maintenance Standards and Design Covenants by photographing all sides, elements, and features of a unit and lot.
3. Attends and participates in Reston Association’s Covenants Committee and Legal Committee meetings (in person or virtually as required) with Community Compliance Manager and leads meetings as directed. Attendance at evening meetings, twice a month, is required.
4. Administers the complaints process from start to finish by following established procedures, primarily by interpreting complaint forms, performing inspections, generating notifications and violation reports to property owners, and conducting follow-ups as needed in collaboration with Covenants Advisors and Compliance Inspectors.
5. Collaborates with Covenants Advisors and Compliance Inspectors on complaints, post-Design Review Board, post POAA, and other compliance related matters.
6. Assists the Community Compliance Manager in developing and implementing workflow efficiencies for the Compliance Department and other duties, as assigned.
7. Demonstrates exceptional attention to detail and high proficiency in administrative tasks.
8. Conducts follow up inspections by following established procedures of inspecting properties for compliance with the Association’s governing documents, standards, and regulations.
9. Maintains accurate and updated records of the status of violation matters related to committees and escalations to outside legal counsel.
10. Files and releases Notices of Violations, as required, through Fairfax County.
11. Maintains and applies working knowledge of the Association’s current standards, rules, and regulations.
12. Demonstrates responsibility and professionalism when handling sensitive compliance situations.
13. Always provides five-star customer service by attending to all calls and messages within department standards. Efficiently responds to inquiries from internal and external customers for clarification or detail on inspection notifications and reporting.
14. Maintains accurate records of all verbal and written communication exchanged with members.
15. Self-manages workflow and follow up inspections/communications while prioritizing workload to meet strict deadlines.
16. Attends relevant training, as needed.
17. Performs other duties, projects, and responsibilities as assigned.
18. Maintains regular and reliable attendance.
This position has no supervisory responsibilities.
Other duties and responsibilities:
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience – Associate’s or Bachelor’s degree or a combination of education and a minimum of two years’ of related professional experience as an administrative assistant or executive or legal assistant, paralegal related to facilities management, covenants compliance, community associations, property management, real estate, etc. Work experience must also have included customer service.
Computer Skills - To perform this job successfully, an individual must have intermediate to expert level of keyboarding skills and knowledge of Microsoft Office applications.
Other Skills and Abilities - Ability to maintain regular and reliable attendance and abide by established policies and procedures. Requires excellent written and verbal communication skills; skill in interpreting and applying governmental regulations. Must be detail oriented and have superior customer service skills; familiarity with building materials and components, ability to interpret architectural blueprints and site plans; effective working in both a team-oriented environment and independently; ability to multi-task, prioritize and manage work; and ability to establish and maintain effective working relationships. Must be available to attend evening meetings.
Other Qualifications - Must possess a valid driver's license and good driving record.
Decision-Making & Independence Exercised: Describes the level of authority and/or responsibility to make decisions, develop and revise policies & procedures, make official commitments on behalf of the Association, etc.
Employee will be required to interpret and implement management policies or operating practices; provide consultation or expert advice to management or the public or represent RA before public audiences as a spokesperson or subject-matter expert; investigate and resolve matters of significance on behalf of management; and represent the Association in handling complaints, arbitrating disputes or resolving grievances.
Tools, Equipment & Machines Used: Requires continuous use of a computer, as well as frequent use of a copier, printer and camera, and the ability to operate a motor vehicle.
Contacts: Frequent contact with Association members, agents, architects, attorneys, vendors, and contractors for the purpose of advising and providing and exchanging information. Also has regular contact with management and other department and RA staff.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job is primarily performed in a normal office setting but may be exposed to outside weather conditions. The noise level in the work environment is usually quiet.
Physical Demand: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, regular use of the hands is required as well as the ability to type, talk and hear. The employee is also required to walk, sit, and occasionally stand for long periods of time. Occasional lifting or moving up to 15 pounds may be required. Specific vision abilities required by this job include close vision, distance vision, vision, depth perception and ability to adjust focus.