Compliance Coordinator

As the key employee liaisons between the client and KWPM services & internal support staff, the Compliance Coordinator must perform the job duties with a view toward projecting a professional and competent image: Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key. The position is fundamental to the administrative and operational functions of the Company/Property and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skills.

Duties and Essential Functions

As a team member of KW PROPERTY MANAGEMENT & CONSULTING, you are expected to understand and support the mission statement of the company and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties; being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These are our GREAT values and part of your work practices and expected as part of your daily activities while working at KW Property Management and Consulting.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in the daily operation of the management office and administrative duties following established Company procedures and guidelines.
• Perform administrative assistant functions including but not limited to: record keeping, filing, mail collection and distribution, word processing, data entry, maintain and replenish office supplies, and other essential needs as required.
• Maintain, update, type, and coordinate account information in computer database.
• Research any owner discrepancies regarding payment to accounts.
• Coordinate and track important dates and meetings, such as committee, turnover, annual, and budget meetings.
• Ensure that the telephone is answered properly and messages are handled courteously, accurately, and responded to in a timely manner.
• Ensure that emails are responded to within 24 hours.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily.
• Provide and maintain: violations module, key receipts, architectural approvals, maintenance requests, sale/lease information, as well as any other forms specific to the property that may be developed.
• Special projects as instructed.

The Compliance Coordinator is responsible for ensuring that the residents of the condominium association are complying with the Rules & Regulations and its Covenants. Their primary role involves overseeing and enforcing the rules, regulations, and bylaws of the condominium community. Here are some of the key duties associated with this role:

Monitoring Compliance with Condominium Rules & Regulations

• Review and enforce condominium bylaws, rules, and policies.
• Ensure all residents, owners, and vendors follow community standards, including noise, parking, pets, maintenance, and safety regulations.

Handling Complaints and Violations

• Investigate and address resident complaints or reports of non-compliance.
• Issue violation notices to residents or owners who do not adhere to established rules.
• Resolve disputes between residents or between residents and the management company.

Communication and Education

• Educate residents about the rules and regulations of the condominium community.
• Send reminders, newsletters, or updates regarding rules, policies, and any changes in the law.
• Coordinate the management team to clarify rules when needed.
• Coordinate and conduct Fining and Hearing Committee Meetings. Prepare communication to be sent ahead of the meeting and prepare meeting minutes to be presented to the committee for consideration and approval.

Enforcement of Penalties

• Attend monthly Board of Directors and Fining and Hearing Committee Meetings.
• Work with the Board of Directors and the Enforcement Committee to impose penalties for repeated violations, including fines, restrictions, or other actions specified in the condo's governing documents.
• Ensure that penalties are consistent, fair, and in line with the rules.

Document and Report Violations

• Maintain detailed records of compliance issues, violations, and corrective actions taken.
• Report on compliance status during board meetings or to property managers.
• Prepare reports for management or the board, providing insights into recurring problems or areas of concern.
• Prepare mailout for violation notices, notice of meeting and certified mail.

Work with Management and Vendors

• Collaborate with the property management team and vendors to ensure all contractual obligations are met.
• Monitor the condition of the property and facilities to ensure they meet compliance standards.
• Coordinate with maintenance teams for the resolution of issues that may arise from violations or maintenance concerns.

Inspections

• Perform regular inspections of the property to ensure compliance with safety regulations, cleanliness, and property standards.
• Walking exterior of buildings and common areas as well as driving golf car involved.

Assist with Legal and Regulatory Requirements

• Ensure compliance with local, state, and federal regulations, including fire codes, building codes, and environmental regulations.
• Work with legal counsel as necessary on issues related to violations, disputes, and compliance with laws.

Provide Customer Service

• Serve as a point of contact for residents with questions about rules or complaints regarding non-compliance.
• Offer resolutions or alternatives for residents who may struggle with specific rules or situations.

Assist with Policy Revisions

• Help in reviewing and updating condominium policies and bylaws, particularly in response to evolving regulations or community needs.
• Conduct research on industry standards or legal changes that may affect the condominium community.

Overall, the role of a Compliance Coordinator is a combination of enforcement, customer service, education, and communication, with a strong focus on maintaining a safe, orderly living environment.

Work Environment

This position will be located indoors and in an office setting. There is a golf car that is available to conduct inspections. At times there will be walking involved outside of the office.

Physical Demands

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.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

Position Type/Expected Hours of Work

This is a full-time non-exempt (hourly) position. Days and hours of work will be determine based on the business needs of the property. This schedule may change to accommodate the business needs of the property.

Travel

Minimal travel will be required for this position. Travel will be to attend meetings and trainings at an off-site location, generally within the city limits of the job site.

• Prior experience in a related position; a minimum of 1-year experience.
• Working knowledge of computer and associated programs; MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in team organized environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.