Compliance and Design Review Coordinator

Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Northern and Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large-scale onsite communities, and master-planned community associations. 

We have an excellent opportunity for an experienced Compliance and Design Review Coordinator to join our amazing environment with an opportunity for continuous growth and development, please continue reading below!

Summary: Conducts community inspections, prepares evidence, and ensures compliance for all community association violation enforcement matters. Serves as the point of contact for all compliance inspections, communications, and preparation of violation courtesy notices, first notices, and hearing letters/hearing response letters. Responsible for presenting to the Board of Directors at the Compliance Board Hearing with the General Manager.

Reports directly to the General Manager and works closely with homeowners and the Architectural reviewer. 

Why Join Keystone? 

Keystone is a company dedicated to empowering our team members to improve people’s lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients. 

As a member of our team, your talents will be nurtured, and your contributions will be supported in a value-based environment that fosters the type of professional quality our customers have come to rely upon. 

We provide an environment for people that nurtures leadership and promotes personal success and rewards those who exceed expectations. We foster a culture of open feedback and continuous growth. 

We're thrilled to share that Keystone is officially certified as a Great Place to Work! This recognition reflects our commitment to fostering a positive and supportive work environment where everyone can thrive. We invite you to learn more about what makes Keystone special by checking out our certification details here.

What We Offer:

• Competitive Salary 
• Hybrid and Flexible working arrangements
• Work-Life Balance
• Opportunities for career growth
• Training and mentorship from successful leaders in the HOA industry
• Support for Continued Education
• Cell Phone Stipend 
• Mileage Reimbursement 
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Insurance
• Pre-Paid Legal 
• Employer Paid Basic Life/AD & D Insurance 
• Voluntary Life and Short-Term Disability Insurance
• Free Employee Assistance Program
• 401(k) Retirement plan with Company Match
• Financial and Health/Wellness Education
• Bereavement and Mandated Leave of Absence Applicable 
• PTO  
• Birthday Time Off
• 11 Paid Holidays (Half Days/Early office closure before certain major holidays)

FULL TIME FLEXIBLE HOURS:

• 40 hours per week, Monday to Friday. 
• This position will allow for a flexible work schedule at the discretion of the General to work 2 to 3 days on-site in the HOA office and the rest of the work week to be worked remotely/in the field while conducting community inspections. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Complete all community site visits via driving for compliance inspections per contracted terms. Community has over $2k homes.
• Attends onsite community inspection and landscape walk with the General Manager quarterly.
• Reviews and sends out all compliance communications.
• Serves as point of contact for member call-ins/communications and compliance.
• Assists homeowners in the process of architectural application submittals and provides support for requested modifications to their residence. 
• Coordinates and maintains an audit log of all architectural application and NOC submissions and required documents to forward for final review to the Design Review Committee (DRC) and/or reviewing architect. 
• Responsible for telephone coverage, email correspondence, and walk in homeowner assistance as related to any compliance matters or architectural processing for the community. 
• Prepares facts and evidence of all hearings/penalty matters for manager.
• Inspects each architectural application for completeness, including project details, payment, neighbor signatures, and material samples.
• Updates Architectural Submission Tracking Spreadsheets upon receipt of files.
• Periodically reviews Architectural Submission Tracking Spreadsheet to identify pending review files which are approaching deemed approved date.
• Processes and uploads applications, completes reviews and application plans to electronic architectural file.
• Scans and uploads applications and/or completed reviews and plans to electronic architectural file.
• Maintains a positive working relationship with the Architectural Committee Members/Design Review Committee including Landscape Architects, as well as with the General Manager and Associate Manager.
• Maintains accurate and organized architectural files that reflect the current status of each lot.
• Processes deposit refunds (if applicable) upon the approval of the Notice of Completion or as otherwise directed by the Community Association Manager.
• Prepares hearings for noncompliance and report of all violations conducted each month for Board review. Attends all Community Compliance hearings with the General Manager.
• Upon approval of the Notice of Completion, close out applicable open violations.
• Practices and adheres to Keystone’s Core Values, Mission, and Vision.
• Any additional job duties as required by supervisor.

QUALIFICATION REQUIREMENTS:

• Proficient in English
• Exceptional customer service skills
• Ability to research violations, prepare written recommendations, and compose professional correspondence
• Ability to use modern office equipment and software programs as applicable to the position
• Ability to ensure follow-through and adherence to deadlines
• Ability to safeguard work and Association documentation with high level of accuracy and confidentiality 
• Must have a valid Driver’s License, reliable transportation, vehicle insurance to drive within the community for inspections, and maintain a clean MVR
• Ability to multi-task and be highly organized
• Strong attention to detail and problem-solving abilities
• Ability to understand and follow directions for all trainings applicable to job description
• Exhibit professionalism, professional attire, and demeanor at all times
• Demonstrate effective oral and written communication and listening skills.
• Must be proficient with computer programs including Adobe Acrobat, Word, Outlook and Excel. 
• Demonstrate organizational skills and ability to independently prioritize daily workload. 
• Must work effectively and with professionalism with all vendors, Board members, co-workers and community residents.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s Degree is a plus.
• High School Diploma or GED required.
• 3 years of experience working in a customer service role.
• 2 years of HOA experience required.

WORK ENVIRONMENT:

The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Ability to drive within the community.
• Ability to sit, stand, and operate business equipment. Frequent use of telephone and headset as well as computer and keyboard.
• Community inspections to be conducted in employee’s personal vehicle of transportation.
• Ability to work in a typical office environment with low level noise exposure.
• Lift up to 25 pounds.
• Ability to attend community walk-throughs and inspections that may include walking at an incline. 
• Ability to reach, grasp, hold, bend, twist, pull, or push office equipment. 

We invite you to view our LinkedIn, Instagram, and Facebook to get an inside look at what Keystone is all about! Check out our website at www.kppm.com. Click on “Careers” and stay connected!
 

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to hr@keystonepacific.com for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities.

Keystone Pacific Property Management, LLC is an equal-opportunity employer. All applicants will be subject to a Background and MVR Check.