Coordinator Association Management & Compliance

Position Summary Responsible for performing a variety of administrative functions to support association management. The Coordinator, Association Management & Compliance is responsible for supporting the Association Management team, reporting to the Director, Association Management. This position is responsible for assigned administrative functions for managed associations related to the facilitation of Board and Annual Meetings, maintenance of official records, and various association filings.

Follow all company and safety and security policies and procedures; ensure uniform and personal appearances are clean and professional. Maintain confidentiality of proprietary information and protect company assets. Report accidents, injuries, and unsafe work conditions to manager. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation.

Speak with others using clear and professional language; answer telephones using appropriate etiquette. Prepare and review written documents accurately and completely; read and visually verify information in a variety of formats. Comply with quality assurance expectations and standards. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of employees.

Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors. Expected Contributions Board and Annual Meetings / Board List / Timeline Prepare and maintain Board and Annual Meeting Calendar. Assist Association Management Managers with preparation of Board and Annual Meeting materials, as needed.

Assist Association Management Manager with coordination of all aspects of Trust Owners Associations meetings; serve as Recording Secretary at each meeting. Prepare and maintain Master Board List. Prepare and maintain Master Timeline. Assist Association Management Managers to ensure compliance with due dates for minutes, financial statements, budgets and post-Annual Meeting information. Official Records and General Filing Custodian of association records;

organize, receive and maintain official records (minutes of meetings, amendments, correspondence to owners, as-built drawings, warranties, etc.). Organize and maintain association files in an efficient manner that is consistent with corporate standards and state requirements for official association records. Track receipt of approved minutes by association; provide acknowledgement confirmation to site upon receipt. Routine scanning, electronic filing, hard copy filing of records and correspondence.

Regulatory Filings Perform timely regulatory filings for all associations as required (corporate annual or biennial reports, HOA registrations, annual returns and statements, etc.). Obtain certificates of good standing as required. Facilitate Hawaii AOUO biennial registrations to ensure timely filings by respective real estate broker or managing agent. Provide copy of payment receipt for regulatory filing to respective association Director of Finance.

Invoices / Corporate Credit Card Charges Process invoices on a weekly basis. Request addition of new vendors to accounts payable system, as well as modifications to existing vendors (address, bank information, etc.) as needed. Prepare and submit expense report for charges made to corporate credit card in accordance with company policy. License Maintenance Quarterly confirmation and maintenance of all licensed CAM associates (or similar license) by state.

Quarterly maintenance of…