Covenants Manager

The Covenants Manager is responsible for supporting the General Manager on site with any delegated administrative, financial, or operational tasks. The Covenants Manager is primarily responsible for: oversight of Compliance and AMC operations, ensuring operations of the departments are compliant with the Governing Documents of the Association, and ensuring operations are executed according to the service standards of the Association and Castle Group, and providing leadership, oversight, performance management, and support to the teammates they are responsible for. In the absence of coordination/administrative teammates, the Covenants Manager is also 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 the Association's Declaration of Covenants, and/or administration of AMC applications and ensuring operational continuity of the departments.

The Covenants Manager provides exemplary service consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service. Other duties may be required, as assigned by the General Manager or Community Manager.

• Responsible for ensuring inspection of the community on a recurring schedule as determined by the Association’s policies and Governing Documents, and at the direction of Community Management. Update all inspection data into the assigned compliance system, including issuing and closing out with consistent enforcement, ensuring completion and timely follow up on all violations, escalating appropriately per the Association’s Governing Documents and management of fines as appropriate/applicable.
• Responsible for ensuring violations are uploaded to the Production folder/processing mechanism for mail-outs daily. Ensuring all notices are mailed appropriately, and in accordance with Texas Property Code 209.
• Prepare or oversee preparation of and quality check of all violations and fining notices and assess fines to owner ledgers as applicable.
• Respond to resident inquiries with the information necessary to correct the violation in a timely manner.
• Communicate seasonal reminders and violation trends/patterns to the General Manager and Communications Coordinator so that courtesy notes can be sent to residents via the weekly newsletter.
• Prepare the notice/agenda/packets for the Compliance and Hearing meetings as requested by residents and coordinate and attend the meetings.
• Create the discovery packets for and attend Board meetings upon request to address violation appeals or AMC appeals.
• May be involved in the inspection, review, and research of the Homeowner ArchitecturalModification process.

• Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and properly reports it within the appropriate timelines to the appropriate party.

• Manage and track all activity logs and incident reports for the General Manager’s review and assist in investigations as needed.

• Resolves and follows up on all complaints/issues and reports to the General Manager
• Assist in investigations and tape/log reviews for any unusual incidents.
• Resolves and follows up on violation complaints/issues with Royal Service.
• Follows safety procedures and maintains a safe work environment.
• Provides training as needed for new hires in the corresponding department.
• Monitors and controls Electronic Security and Gate Control Systems, where applicable.
• Assists Community Management with any special requests, i.e., administrative work, mailings, etc.
• Assists in the preparation of reports for inclusion in weekly management reports and board packages.

• Ensures all safety precautions and procedures are followed while performing duties.
• If applicable, tracks all architectural change requests by homeowners and inspects for compliance upon completion. Utilizes assigned software programs to engage with Board or Committee members during the architectural review process.

• May oversee committees (i.e., grievance committee) and site projects
• May fill front desk shifts if or when needed.
• Other duties and responsibilities as assigned by the General Manager.

Supervisory Responsibilities

• Carry out supervisory responsibilities in accordance with Castle’s policies and applicable laws.
• Responsibilities include interviewing, training, developing, and mentoring employees.
• Oversee vendor relationships, projects, and site committees when applicable.
• Other duties and responsibilities as assigned by the General 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/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High school diploma or equivalency required. 

• 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.
• Use of personal vehicle required to perform job duties. Reimbursable mileage.

Physical requirements

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

• Ability to lift 30lbs. following appropriate safety procedures.
• Ability to:
  • work in an upright standing position for long periods of time
  • Crawl in small and tight spaces.
  • work in different environmental working conditions (e.g. heat, cold, wind, rain).
  • Walk and climb stairs.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Handle, grasp, feel objects and equipment.
• Reach with hands and arms.
• Ability to quickly and easily navigate property/buildings are required to meet the job functions.
• Repeat various motions with wrists, hands and fingers.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to climb ladders and work at heights above ground level.
• 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.
• This position requires frequent travel, more than 50% travel. Most travel is inside the local area.
• Overnight travel or travel by plane on occasion.
• Ability to work extended hours and weekends if needed.
• Position may require valid Driver’s License.

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.