Compliance Adminstrator

Introduction: 

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity. 

At Seabreeze, people are at the heart of what we do.? Our philosophy, “Passion when combined with commitment, makes anyone unstoppable”?is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live. 

Summary:  

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. As an engaging, self-starter, the Compliance Administrator embodies our motto through proactive leadership. With an emphasis on service, a Compliance Administrator is organized and articulate and consistently puts the customer first.   

The HOA Compliance Administrator is essential in fostering strong relationships with the community and ensuring adherence to HOA rules and regulations. This role involves working closely with the Board of Directors to monitor compliance, address issues, and support the development and implementation of strategic plans aimed at maintaining community standards. 

With expertise in regulatory compliance, property management, and community relations, the Compliance Administrator oversees all aspects of compliance monitoring and enforcement. Responsibilities include conducting inspections, managing violations, and maintaining thorough records. Candidates should possess strong organizational skills and a comprehensive understanding of HOA rules, regulations, and best practices. Prior experience in a compliance or property management role is required. 

Essential Duties and Responsibilities:  

To perform this position successfully, an individual must be able to satisfactorily perform each essential duty. 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. 

Compliance Monitoring: 

• Conduct regular inspections of properties and common areas to ensure compliance with HOA guidelines and regulations. 
• Review and process resident complaints and reports of potential violations. 
• Document and track compliance issues, including photographs and written reports. 

Rental Compliance Monitoring: 

• Create database of all rental properties to track compliance with Association registration requirements. 
• Conduct regular inspections of external rental entities (i.e. Airbnb, VRBO, realtor websites, etc.) to ensure compliance with advertisement requirements. 
• Review and process resident complaints and reports of potential violations, and coordinate with the City if necessary. 
• Document and track rental compliance issues, including photographs and written reports.  
• Coordinate with Patrol Services to ensure rental guests are properly registered with the Association. 

Violation Management: 

• Issue violation notices to residents and provide clear instructions on how to resolve issues. 
• Follow up with residents to ensure timely resolution of violations. 
• Log all violation reports generated by Patrol Services and prepare violation letters/reports based on established criteria, as necessary. 
• Coordinate with legal counsel or the board on serious or persistent violations. 
• Prepare and issue hearing notices for unresolved violations and attend hearings when needed to provide additional information. 

Communication: 

• Serve as a primary point of contact for residents regarding compliance-related inquiries. 
• Provide guidance and clarification on HOA rules and regulations. 
• Prepare and distribute newsletters, reminders, and updates related to compliance matters. 

Record Keeping: 

• Maintain accurate and up-to-date records of compliance issues, actions taken, and resolutions. 
• Update Rules & Regulations as necessary. 
• Prepare regular reports for the HOA Board on compliance activities and trends. 

Coordination and Support: 

• Collaborate with other HOA staff and committees to address compliance-related issues. 
• Assist with organizing and conducting educational programs or meetings on HOA rules and regulations. 
• Adapt to changing priorities and provide support in areas where Patrol Services needs assistance.  

Other Assigned Duties: 

• Perform additional duties as assigned by management, including supporting special projects and participating in HOA-related activities that may extend beyond general and rental compliance. 

Knowledge, Skills and Experience 

• 2 years of experience in the industry, managing homeowner’s associations, city government, or related experience 
• Strong analytical, problem solving and creative thinking skills  
• Customer service-driven 
• Excellent, effective, and diplomatic verbal and written communication skills 
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint 
• Prior experience in compliance or property management is preferred 
• Must have a valid driver’s license and state mandated car insurance 

Availability:  

 8:00 am - 4:30 pm Monday through Friday 

Work Environment: 

The work environment is a typical office building.  Ability to perform field inspections and work in various weather conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

 Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team.? We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status.? For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact the People Strategy & Operations Team at pso2@seabreezemgmt.com.