Job Abstract

Creating value for our customers is the Cardinal Way. Are you ready to make a difference with a fast-growing team? Then why not join the Cardinal Family, where we strive for Excellence?

So what’s the Cardinal way you ask? The Cardinal way of upholding our Values:

Accountability

Integrity

Transparency

Essential Function

The Community Administrative & Covenants Professional is responsible for working in coordination with the Portfolio Manager, Site Teams, Associate Community Manager, and Accounting Department to provide contracted services to Cardinal’s clients and homeowners. In performance of the role and responsibilities of this position, the Community Administrative & Covenants Professional will perform all duties in accordance with the approved Mission, Vision and Values of Cardinal Management Group.

Administrative Duties/Responsibilities:

• Issue parking & pool passes (if applicable) & maintain tracking
• Preparing & maintaining tracking logs as applicable or requested
• Process clubhouse rentals
• Annual Meeting preparation
• Process returned mail-Note: address changes are handled by accounts receivable
• Reserve rooms for in person Board/Annual Meetings when applicable
• Update Board list/Board labels/contact info on external document and in CINC directory
• Draft, proof and edit written correspondence and email blasts
• Proofread/copy/scan/finalize unstaffed community management reports & email to client. Producing copies of agendas and other meeting materials as needed
• Land records research when needed/applicable
• Accept and verify that ARC applications are complete and forward them to ARC contact, point of contact for owner and committee for questions and correspondence.
• Proof & send out community mailings (Annual Meetings, Budget, etc.)
• Assist clients and customers via email and phone regarding parking passes, pool passes, ARC applications, rules and regulations.
• Send out email blasts through Association websites
• Mail letters for HVAC, Dryer, Chimney or other mandatory inspections (reminders, tracking)
• Process & coordinate access requests & tracking (key fobs, building entry codes) when not otherwise handled onsite
• Assist with basic owner inquiries such as water shut off locations, lockbox questions or access to utility closets
• Assist in gathering information & materials for FHA renewals or insurance renewals at manager’s request
• Assist in updating community info sheets, or other documents as requested
• Processing & collecting electronic signatures on company approved platform for contracts, resolutions etc.
• Assisting manager in responding to emails and phone calls as needed within the Community Administrative & Covenants Professional area of expertise and job description scope.
• Setting up Zoom meeting links for Board and Annual Meetings using manager account
• Assist manager in researching and preparation of templates and sample materials
• Ordering community specific supplies (parking passes, pool passes etc.)
• Maintain knowledge of Community Management industry and systems
• Must be able to lift, bend, stoop, climb, reach, and lift up to 25 pounds
• Other duties as assigned

Covenants Duties/Responsibilities

• Assist clients and owners via email, phone & portal regarding notices of violation.
• Document owner violation disputes, appeals, and extension requests in the portal and forward appropriately to the attention of the Portfolio Manager and/or Onsite Manager.
• Generate and ensure accuracy of violation letters, notices of hearing, and results of hearing. & manage the due process, escalation of violations, and closure of corrected violations.
• Communicate results of hearing with associated fines to the appropriate Accounts Receivable Representative for assessing unit owner account and/or ceasing fines.
• Ensure unit files are appropriately updated and maintained with all covenants correspondence.
• Communicate deficiencies in violation letters, photos, or applications to the Portfolio Manager, Associate Community Manager or Onsite General Manager as appropriate.
• Assist IT Department with adding/editing violation template citations.

• High School Diploma or GED
• 2-5 years of administrative experience
• Strong verbal and written communication skills
• Knowledge of Property Management Industry and systems preferred
• Preferred second language, Spanish, a plus

Cardinal Management Group, Inc. is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, age, color, religion, sex, national origin, disability, veteran status, and other protected characteristics EOE/AA/M/F/D/V