Community Operations Coordinator

Community Operations Coordinator

The Community Operations Coordinator ("COC") for Mariposa will actively support the values, vision and philosophies of the company, while demonstrating a style of support and organization that allows stakeholder, and team needs to be met with a high level of satisfaction. The COC will provide a warm and professional approach while utilizing their experience, skills, and exceptional communication abilities with property owners, partners and clients. Working collaboratively with team members, the COC will assist with all aspects of community governance including Board of Director matters. The COC will support all the administrative responsibilities associated with the role while assisting with the overall efficiency and effectiveness of the Community Life Team. This position requires a cooperative and positive attitude, and the ability to handle multiple activities with exceptional follow-through.

The Community Operations Coordinator is a new, fast-paced position in the association management industry with ample opportunity for advancement. The ideal candidate is perceptive, solution-oriented, tech savvy, flexible, kind and someone who finds satisfaction tracking complex tasks and maintaining order in a high-level, high-volume, and non-routine environment.

Scope

• Manage all administrative duties for the support of the Operations objectives, including tasks, special projects, events, mailings, and resident correspondence. Respond promptly to general inquiries from residents, vendor partners, and other stakeholders (written, phone calls, and in-person), ensuring requests are forwarded to the appropriate team member for resolution.
• Assist with management of Board of Directors functions for an HOA, including scheduling meetings, notifications, agenda preparations, Board information package, reporting statistics, special presentations, and related administrative functions. Assist in annual budget, annual meeting, and annual mailing preparation.
• Manage the compliance process in accordance with stated policy and community guidelines; actively promote understanding and support for these guidelines through education, communication, and relationship-building with stakeholders, fostering a compliant, harmonious community environment.
• Manage the Design Review Process; receive incoming Design Review Applications; communicate with owners regarding the guidelines and the Design Review process; prepare the weekly Design Review Committee meeting agenda; present applications to the Design Review Committee; follow up with owners on Design Review Committee decisions.
• Implement education campaigns to cultivate resident buy-in, build grassroots support for the compliance process, and inspire community pride and stewardship of standards.
• Lead efficient deployment of reported community concerns by tracking, coordinating with contractors, and following up with stakeholders, fostering a sense of teamwork and shared responsibility.
• Be knowledgeable on community governing documents, guidelines, rules, committees, and budgets.
• Assist the Community Life Coordinator on inquiries related to transfers and disclosures, coordinate with the Warm Welcome Program on re-sales and builder sales and support the welcoming process for new residents and owners, fostering a sense of belonging.
• Ensure the integrity of all association documents and files; serve as records management coordinator.
• Assist the Executive Director in preparing reports on all amenity repairs and maintenance concerns.
• Submit relevant website content for events, meetings, and updates to governing documents.
• Assist the Executive Director in vetting appropriate vendors, service providers, and contractors; support the management of the bid and selection process to ensure quality and cost-effectiveness in community services.
• Assist the Executive Director with risk management responsibilities, with an emphasis on adherence to requirements outlined in the governing documents; monitor property for potential risks; and make recommendations to mitigate risk.
• Conduct regular inspections of community property and assets to identify maintenance needs.
• Coordinate maintenance with external contractors as requested, ensuring quality artistry.
• Identify, vet and secure appropriate vendor partners in support of programs and events; negotiate pricing and contracts; secure insurance, liability waivers and similar documentation.
• Develop and implement a comprehensive volunteer engagement strategy that leverages resident leaders and influencers to advance and support key events and programs; create committee charters; recruit committee members; manage committee meetings and related activities.
• Working with team members, develop and implement a robust resident welcome program aimed at making a genuine connection with every new homeowner.
• Foster a culture of teamwork, accountability, and improvement within the team. Work collaboratively with the broader Cohere team and colleagues to ensure the best practices and efficiencies of scale.
• Attend after-hours events and meetings as necessary.
• Other duties as assigned.

Attributes

Key attributes for a successful Community Operations Coordinator include, but are not limited to the following capabilities, qualifications and performance skills:

• Passion for people and ability to engage in authentic, meaningful ways
• Enthusiastic, positive and professional demeanor
• Outstanding customer service skills and instincts
• Personable, tactful and diplomatic
• Collaborative, team-centered approach
• Excellent verbal, written and personal communication skills
• Conscientious and dependable work ethic and attention to detail
• Organization, prioritization, follow-up and time management skills
• Innovative and creative problem solving using a "win-win" approach
• Initiative to think, reason and make independent decisions
• Ability to work well under pressure, maintain composure in tense conversations, and juggle multiple projects while receiving a high volume of calls and emails; exceptional multi-tasking ability
• Flexible, adaptable and growth-oriented

Experience | Minimum Qualifications

• 1-3 years of progressively responsible customer service, administrative and/or operations management experience required.
• Possession of a bachelor's degree or applicable work experience in a related field preferred
• Knowledge of community associations, community amenities and community governance a plus with a minimum of 1 year of community association management experience preferred.
• Proficiency in a wide range of software applications including Microsoft Office Suite, with emphasis on Outlook, Excel, Word, and PowerPoint; ability to learn new software programs such as MailChimp, Zoom, Teams, SignUp Genius, etc.
• Comfortable and confident learning new software platforms, including management and workflow systems such as Vantaca, Workday, or similar tools required
• Proficient in database management required
• Experience in customer service and working in a professional environment required
• Interest in community association professional development opportunities.

Work Environment and Physical Demands

• The Community Operations Coordinator should expect to work a flexible schedule, including some evenings and weekends.
• Provide one's own transportation for compliance inspections and any off-site programs or meetings or picking up necessary supplies, etc.; must have a current drivers' license, insurance and an acceptable driving record.
• Frequently lift and/or move up to 30 pounds and be on feet for extended periods.
• As a representative of the association, you will be expected to maintain a casual - professional appearance at all times and wear provided association-branded apparel as requested by management.

Operating Principles

In furtherance of our mission team members will:

• Instill a sense of fun and enthusiasm into everything we do.
• Encourage a dynamic collaboration between internal and external stakeholders.
• Exercise tact, diplomacy and fair-mindedness in all interactions while providing exceptional customer service.
• Reflect a work style based on inclusiveness, mutual respect, consensus-building and responsiveness to changing needs and opportunities.
• Embrace the vision, goals, culture, and aspirations of Cohere

Job Type: Full-time – Non-exempt

Pay: $24 – $26 per hour; up to 40 hours per week

Hours: Monday – Friday 9 a.m. to 5:30 p.m. and as required for meetings and events

Benefits:

• 401(k)
• Dental Insurance
• Health Insurance
• Vision Insurance
• Paid Time Off

Cohere is an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Once an adequate number of qualified candidates have been identified, the job posting may be withdrawn or closed.