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 all CAM Firm licenses.

Coordinate group CEU courses for licensed CAM associates.

Process CAM Firm license renewals in a timely manner.

Board Member Benefits

Provide annual reports to Marriott International for Marriott Bonvoy Elite status memberships and to Interval International (“II”) for II benefits.

Serve as point of contact for newly elected board members.

Revise Board Member Benefit SOP as needed.

Audit Requests Fulfillment

Provide documents for association annual financial audits (meeting minutes, amendments, policies, agreements, etc.) as required.

Mail / Shared Mailboxes

Receive and distribute mail for Association Management department, scan and email to appropriate individual as necessary.

Key custodian of Association Management Shared Mailbox and Trust Association Mailboxes; monitor, notify and distribute communications accordingly to ensure items are resolved in a timely manner.

Assist with monitoring of MVCIAS Shared Mailbox.

Document Storage

Prepare and coordinate storage and/or retrieval of documents at off-site facility.

Maintain record of stored documents.

Maintain official records retention and storage in accordance with Standard AGP-22.0.

Other Association Governance Duties

Cross-train and serve as backup and resource support for Association Services functions relative to data extraction and coordination of owner mailings.

Assist Association Management Managers with preparation of training materials.

Assist with preparation of departmental forms and templates as needed.

Proofread documents, as requested, to ensure content accuracy, format consistency, and quality.

Serve as Recording Secretary for meetings as requested.

Publish documents to Association Management SharePoint or company intranet as needed.

Research board member and/or other owner information in Universe, Associate Console or other system as needed.

Prepare clear, concise verbal and/or written reports and communications as needed.

Perform special projects and other reasonable tasks as requested.

Quality Assurance

Comply with quality assurance expectations and standards.

Policies and Procedures

Maintain confidentiality of proprietary materials and information.

Protect the privacy and security of customers and co-workers.

Follow company and department policies and procedures.

Research questions and problems; refer complex issues to supervisor.

Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.

Customer Relations

Address customers' service needs in a professional, positive, and timely manner.

Actively listen and respond positively to customers’ questions, concerns, and requests of others.

Assist other employees to ensure proper project and program coverage and service.

Communication

Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.

Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

Speak to customers and co-workers using clear, appropriate and professional language.

Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

Talk with and listen to other employees to effectively exchange information.

Compose routine correspondence or documents, such as, form letters, travel itineraries or meeting agendas.

Working with Others

Treat all employees and customers with dignity and respect.

Develop and maintain positive and productive working relationships with other employees and departments.

Partner with and assist others to promote an environment of teamwork and achieve common goals.

Actively listen to and consider the concerns of other employees, responding appropriately and effectively.

Handle sensitive issues with employees and/or guests with tact, respect, diplomacy and confidentiality.

Office Equipment

Transmit information or documents using mail, scanner, or facsimile machine.

Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.

Keep office equipment in working order and contact service representatives to correct problems with office equipment, including following-up to ensure problem is corrected.

Maintain office areas (e.g., cubicles, storerooms, conference rooms, etc.), including calling housekeeping and maintenance when needed.

Candidate Profile

Education

College degree and/or related experience. A Bachelor’s degree in a related field an advantage.

Experience

Minimum of 5 years’ work experience, preferably in a related area such as Association Administration.

Vacation / Timeshare ownership knowledge/experience preferred.

• Skills/Attributes
• Personal Attributes: Integrity, Dependability, Positive Demeanor, Professional Presentation, Goal oriented, self-motivated, Stress Tolerance, Adaptability/Flexibility
• Organization: Detail Orientation, Multi-Tasking, Time Management, Planning and Organizing, Records Management
• Communications: Telephone Etiquette Skills, English Language Proficiency, Communication, Writing including Report Writing, Listening, Applied Reading
• Interpersonal Skills: Teamwork, Customer Service Orientation
• Analytical Skills: Computer Skills, Learning
• General Administration: Typing, E-Filing, Proofreading
• Computer Software: Microsoft Office 365 Suite (strong working knowledge of SharePoint; Microsoft Word, Excel, and PowerPoint)