Architectural 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 Architectural Coordinator to join our amazing environment with an opportunity for continuous growth and development. For more information, please continue reading below!

Summary: The Architectural Coordinator assists homeowners with the process of submitting applications necessary to make architectural changes to their residences. Coordinates and tracks submission of applications and required documents to the Architectural Review Committee (ARC).

What We Offer:

• Competitive Salary
• 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 Savings
• 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
• Paid Time Off (PTO)
• 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays)

Essential Job Duties and Responsibilities:

• Assist the General Manager with daily Association functions while maintaining quality relations with homeowners and guests.
• Prepare written oral communications to homeowners regarding architectural and landscape modification compliance.
• Handle all paperwork related to the paint program and answer related questions.
• Follow up with Board/Committee members and homeowners on architectural and enforcement issues.
• Conduct or assist with Committee orientation preparation.
• Meet with homeowners to review plans and painting applications.
• Attend all Architectural Review Committee meetings (HOA and PUD), take minutes, and prepare Board recommendations.
• Prepare and distribute monthly committee agenda packets.
• Organize and maintain all homeowner architectural and landscape plans.
• Maintain accurate records including violation reports, hearing correspondence, plan submittals, and tract maps.
• Maintain reference notebooks supporting the Architectural Program.
• Recommend updates to architectural guidelines to the General Manager.
• Accept, review, and serve as the point person for all architectural plan submittals.
• Conduct weekly community inspections to enforce Architectural Guidelines and Rules & Regulations.
• Schedule and track the violation process through hearing compliance.
• Coordinate and schedule the painting program, including vendor compliance, inspections, and invoice processing.
• Answer phones and assist callers as backup support.
• Respond to homeowner and guest questions about Association operations, rules, and regulations.
• Submit monthly summaries to the General Manager on architectural review issues.
• Notify accounting of fine assignments.
• Practice and adhere to Keystone's Core Values, Mission, and Vision.
• Any additional job duties as required by the supervisor.

Qualification Requirements:

• Experience of not less than 2 years in a Homeowner's Association property management field.
• Knowledge of Microsoft software programs, such as Outlook, Word, and Excel.
• Experience in customer service operations.
• The ability to make responsible decisions using skillful judgment in an expedient manner with limited assistance.
• Excellent written and oral communication skills and customer service skills.
• The ability to maintain a positive, cordial, businesslike relationship with other staff members and owners.
• Must be resourceful and a creative problem solver.
• The ability to work cooperatively with other staff members, the Architectural Control Committee and the Board of Directors.
• The ability to be detailed, thorough, organized and possesses neat work habits.
• Must be able to work independently and prioritize daily workload.
• The ability to take accurate and timely minutes as required.
• Must be able to handle multiple tasks concurrently.
• Must have a basic understanding of how to read architectural drawings.
• Must possess a valid Driver's License and maintain a clean DMV record.
• Able to pass a background check.

Education and/or Experience:

• 1-2 years of experience working in a Customer Service role.
• Bachelor's Degree preferred.
• High School Diploma or GED required.

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

• Ability to drive to communities.
• Ability to sit, stand, and operate business equipment.
• Typical office environment with low-level noise exposure.

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