Covenants Coordinator

The Covenants Coordinator is responsible for executing scheduled visual inspections of the community to ensure that homeowners are following the requirements regarding maintaining the general appearance of their homes and surrounding property as indicated in each association's Declaration of Covenants.  

The Covenants Coordinator provides exemplary service consistent with the Castle Group's values and mission. As a representative of Castle Royal Service, he or she performs all responsibilities while demonstrating outstanding customer service skills. 

Essential Duties and Responsibilities 

• Inspect the community on a recurring schedule as determined by the Association.

Update all inspection data into the assigned compliance system, including issuing and closing out with consistent enforcement, ensuring completion

• Ensure all the documents are in I-Drive and / or Association Website following compliance and statues
• Respond to resident inquiries with the information necessary to correct the violation in a timely manner.
• Upload violations and or send out certified mail as indicated to residents or to the Production folder for mail-outs daily.
• Respond to resident inquiries with the information necessary to correct the violation in a timely manner.
• Prepare the notice/agenda for the monthly ACC, CEC and BOD Hearing /meetings and attend the meetings.
• Prepare fining notices following Violation Hearing meetings and assess fines to owner ledgers accordingly.
• Estoppel – follow, review and Close violations 
• In charge of security violation inspection, review, research and follow up of the Homeowner
• Architectural Modification application and process after approval / denial to residents process
• Club rental and charge / checks and refunds of security deposits
• Attend and take minutes at monthly ACC, CEC, and BOD Committee meetings.
• Assist in investigations and tape/log reviews for any unusual incidents reported by security 
• Square resident purchases and Monthly Reconciliation – 
• Ledgers request Owner deposit and monthly Delinquency report
• Resolves and follows up on violation complaints/issues with Royal Service.
• Follows safety procedures and maintains a safe work environment.

• Other duties and responsibilities as assigned by the Property Manager.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• High school diploma required. Associate's degree with a concentration in business or hospitality preferred, or equivalent combination of education and experience.  

• Valid Driver’s License required.  

• Minimum of 1 year of related work experience or customer service experience required. 

• Intermediate command of computer hardware/software, specifically Microsoft Office Suite. 

• Experience with property management software is preferred to process violations.    

Skills and Abilities 

• Strong customer service, communication, and interpersonal skills, including conflict resolution and de-escalation techniques.  

• Able to work under tight deadlines and use time effectively based on key priorities. 

• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information through spoken and written means.  

• Excellent interpersonal skills and a high attention to detail. 

• Comfortable learning new technology. 

• Bilingual preferred but not necessary, depending on the community. 

• Ability to act with integrity, professionalism, and confidentiality. 

Physical requirements 

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30lbs. following appropriate safety procedures.   

• Ability to: 

• Work in different environmental working conditions (e.g. heat, cold, wind, rain).  

• Walk and climb stairs.  

• Walk on uneven terrains, depending on the community  

• Handle, grasp, and feel objects and equipment.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Reach with hands and arms.  

• Ability to navigate property/buildings quickly and easily is required to meet the job functions.  

• Must be comfortable working outside for long periods of time in all types of weather.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and visual emergency alarms.  

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone. 

• Visual ability correctable to 20/20. 

• Ability to respond verbally in an understandable, professional manner in person and over the telephone. 

• Ability to stoop and bend. 

• May be required to travel for training sessions off-site on an ad-hoc basis.   

• May be occasionally required to cover for staff at other communities within a reasonable commuting distance when needed.    

• Ability to work extended hours and weekends if needed. 

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.