Covenants and Administrative Assistant

Wellington Community Association

JOB DESCRIPTION

Job Title:

Covenants and Administrative Assistant Department:

Operations Reports To:

Community Association Manager FLSA Status:

Non-Exempt, Full Time, Hourly (with Overtime)

Position Summary:

The Covenants and Administrative Assistant supports the Community Manager and Covenants Coordinator with administrative office duties, resident communication, and community inspections to help ensure properties comply with the Association's Governing Documents and Design Standards. This position serves as a key point of contact for residents, volunteers, vendors, contractors, and staff and is expected to provide professional, helpful, and consistent customer service in all interactions. The role requires the ability to learn and apply the Association's Governing Documents, including the Declaration/CC&Rs, Bylaws, Design Guidelines, and Resolutions, as well as applicable provisions of the Virginia Property Owners' Association Act and local jurisdictional ordinances. The Covenants and Administrative Assistant works closely with the Community Manager and on-site staff to support efficient office operations, consistent covenant enforcement, and the overall appearance and quality of the Wellington Community.

Essential Duties and Responsibilities:

Interact professionally with homeowners, residents, contractors, vendors, employees, and other members of the public, while maintaining a professional appearance and demeanor. Serve as a first point of contact for homeowner and resident inquiries by phone, email, and in person. Respond to inquiries and correspondence within the Association's established response timeline, generally within 24-48 business hours. Assist the Community Manager with daily office operations, including maintaining and updating office procedures to improve consistency, efficiency, and workflow. Update and maintain resident and property contact information across multiple platforms, including phone numbers, email addresses, mailing addresses, off-site owner addresses, and related account notes. Perform general administrative duties, including processing payments, form submissions, preparing mailings, sending monthly payment reminders, preparing violation letters, producing certified mail packets, updating calendars, scanning files, and organizing documents in accordance with the Association's Document Retention Policy. Work with the accounting department regarding ACH/debit forms, late fees, certified mail fees, post hearing inspection charges, and related account updates. Process common Association forms and registrations, including rental applications, pool registrations, non-resident pool forms, parking registrations, and other resident submissions. Assist the Covenants Coordinator with weekly residential lot inspections to identify exterior maintenance issues, landscaping concerns, trash storage violations, egregious violations, and unauthorized exterior modifications. Assist the Covenants Coordinator with annual inspections of homes within the Association to assess exterior maintenance conditions and compliance with the governing documents. Prepare clear and accurate notices, inspection reports, and related correspondence for property owners and residents, while also maintaining tracking spreadsheets for violations, resident responses, extension requests, compliance deadlines, and related follow-up items. Assist the Covenants Coordinator with monitoring and documenting violation progress in accordance with the Association's Due Process Policy, governing documents, and the Virginia Property Owners' Association Act, until the violation is resolved or escalated to the Association's attorney. Attend monthly Covenants Committee meetings, assist with hearing preparation and presentation of inspection results, and take meeting minutes. Maintain confidentiality of homeowner records, account information, violation matters, hearing results, internal communications, and other Association business. Communicate with residents in a calm, professional, and solution-focused manner, including during difficult or sensitive conversations. Participate in office team meetings and assist with other office functions, projects, and administrative duties as needed.

Qualifications:

To perform this job successfully, candidates must demonstrate a range of interpersonal and technical skills, a willingness to learn about the industry, and the ability to share accurate information with residents.

Key skills include:

Outstanding customer service Excellent written and verbal communication Detail-oriented Proficiency with computers Strong organizational and time management skills Problem-solving and resourcefulness

Computer Skills:

Familiarity with word processing, spreadsheet software, order processing, database management, internet applications, and email. Current office software includes CINC, HOALife, CondoCerts, Enumerate Engage, MS365, and SharePoint.

Certificates and Licenses:

Valid Driver's License Reliable transportation Good driving record

Preferred:

Previous administrative, covenants, and inspection experience

Language:

Bilingual (English and Spanish) preferred

Schedule:

Must be available during office hours, Monday - Friday, 9 am - 5 pm, and available to work the 1st and 3rd Tuesday evening of each month.

Pay:

$21.64 per hour

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person