Community Operations Coordinator

Job Description

Job Description

Description:

The Community Operations Coordinator for Cohere is a critical role responsible for advancing the goals of the communities we serve. In this specific role, the Community Operations Coordinator will ensure adherence to community standards and manage the administrative responsibilities related to the efficient operation of The Eastmark Residential Association. The Community Operations Coordinator position will spend a large portion of their time focusing on compliance in the community which entails driving through the community as the major focus of the job. When not doing compliance or when needed by the team, the Operations Coordinator will need the ability to be versatile on other administrative support and processes and be technologically confident.

The Coordinator will employ a warm, professional approach grounded in exceptional customer service while utilizing experience, skills, and effective communication in all interactions. Working collaboratively with the Eastmark Community Operations Manager, the Coordinator will oversee all aspects of community standards enforcement. The ideal team member will embody our core values of Trust, Reciprocity, Spirit and Legacy and demonstrate solid commitment to above and beyond performance. The position requires a cooperative and positive attitude, and the ability to handle multiple activities with exceptional follow through. This position will staff the onsite office within the community during scheduled hours.

JOB SCOPE

• Perform community-wide compliance inspections; prepare and send all necessary correspondence between the Association and property owners on non-compliance matters in accordance with the Governing Documents. This will require large amounts of time in a vehicle driving through the community to perform the community compliance.
• Interpret governing documents and community guidelines to determine compliance and non-compliance issues.
• Administer records management via property transfer software -- Homewisedocs.com; coordinate and perform the Covenants, Conditions, Compliance Inspections (CCI) for re-sales and complete accompanying documentation.
• Respond to inquiries related to the Transfers and Disclosures process, coordinate with the Accounting Team on re-sales, builder sales and all transfer and disclosure documentation.
• Track and monitor community standards; maintain the integrity of all compliance documentation.
• Ability to be versatile on other administrative support and processes and be technologically confident.
• Respond to general inquiries from residents, and other stakeholders (written, phone calls and in-person) and forward requests for specific inquiries to the appropriate team member.
• Manage administrative duties for the support of the Operations Team, including tasks, special projects, and events.
• Assist as needed with Community Concern Forms including tracking, contractor coordination, follow-up with stakeholders and electronic documentation of all relevant communication.
• Assist as needed with the Design Review Process; receive incoming Design Review Applications; communicate with owners and contractors regarding the guidelines and design review process; prepare regular Design Review Committee meeting agenda; present applications to the Design Review Committee; follow up with owners or contractors on Design Review Committee decisions.
• Assist Operations Manager with coordination of all aspects of association board meetings and community member meetings, including operations reporting, statistics for board meetings, special presentations and other documents as requested.
• Manage the integrity of all association documents & files; serve as records management coordinator.
• Manage association Minute Books & Board Resolutions.
• Assist as needed in welcome process of new residents/owners.
• Serve as an information resource to Development Team members; provide subject matter related to community governance and operations.
• Support Manager during turnover process from Developer to Association; maintain integrity and organize supporting documentation.
• Coordinate with communications staff on website content for Operations Team events, meetings, and governing document updates.
• Attend after-hours events and meetings, as necessary.
• Work collaboratively with broader Cohere Community Life team and colleagues to ensure best practices and efficiency.
• Willing to be trained in General Accounting Practices, financial statements, and budget processes.

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

• Outstanding customer service instincts and de-escalation skills
• Personable, tactful, and diplomatic
• Highly collaborative with both internal and external stakeholders
• Excellent verbal, written and personal communication skills
• Conscientious and dependable work ethic and attention to detail
• Organization, prioritization, follow-up, and time management skills
• Ability to establish and convey a sense of purpose in alignment with community aspirations and values of Cohere
• Innovative and creative problem-solving using a “win-win” approach
• Possess initiative to think, reason and make independent decisions
• Able to work independently and in a team environment
• Project enthusiastic, positive, and professional demeanor
• Ability to work well under pressure and juggle multiple projects while receiving a high volume of calls and emails, exceptional multi-tasking ability
• Flexible and adaptable

REQUIREMENTS

• 3 years of progressively responsible customer service, administrative and/or community management experience required
• Knowledge of community associations, community amenities and community governance a plus with a minimum of 1 year of community association management experience preferred
• Experience in meeting coordination
• Experience working with committees, volunteers and similar stakeholder groups
• Proficiency in a wide range of software applications including Microsoft Office Suite, with emphasis on Outlook, Word, and PowerPoint. Ability to learn additional industry specific software applications.
• Interest in community association professional development opportunities, including participation in multi-day training courses.

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, and aspirations of Cohere

Job Type: Full-time

Pay: $22 - $26 per hour

Benefits:

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