POSITION SUMMARY
The general purpose of this position is to facilitate real estate and variance transactions. All aspects of this position entails accuracy, organization and knowledge of the Heritage Village Master Association (HVMA) and its policies and procedures are essential.
ESSENTIAL DUTIES
- Coordinates and prepares necessary documents related to Property Transfers and Lease Agreements. Records receipt of processing fees and equity fees. Enters data and produces reports that relate to property ownership. Responds to resident requests relating to property transfers.
-
Word processes a wide variety of material including correspondences, information on forms, documents and statistics from copy, rough draft, or own compiled information, including confidential material.
-
Records and processes information, the nature of which may be highly confidential, involving real estate, transactions, financial, legal, technical, and other business terminology which is pertinent to the management of village affairs.
-
Monitors vacant units and coordinates that with Plumbing and Condo Presidents
-
Confirms occupancy of the units and contacts owners to ensure units are inspected, logged, and recorded.
-
Primary contact with Condo Presidents, Boards, Residents, Real Estate Agents, and HVMA Trade Representatives.
-
Monitors sales and leases to ensure HVMA compliance with state and federal guidelines for a community with age restrictions.
-
Oversee the entire variance process, from initial application to final approval. Collaborate with HVMA Trades, corresponding HVMA Committee leadership, Town’s Building Department to ensure compliance with HVMA standards.
-
Maintains comprehensive electronic documentation of all variance requests and approvals.
-
Maintains, organizes, and assumes custodial responsibilities for files and filing systems; files documents and maintains confidential files.
-
Prepares reports and presentations by collecting, assembling, and analyzing data and preparing information.
-
Processes forms and documents within established procedures; checks for adherence to requirements and accepted administrated practice.
-
Prepares and processes invoices and payments for all property records services including variances, questionnaires, resale and lease packets.
- Administers various insurance programs by keeping records, completing reports, and complying with administrative requirements.
- Coordinates and prepares necessary documents related to Property Transfers and Lease Agreements. Records receipt of processing fees and equity fees. Enters data and produces reports that relate to property ownership. Responds to resident requests relating to property transfers.
-
Stays up-to-date on industry best practices and regulatory changes.
-
Performs related duties as required.
PROFESSIONAL REQUIREMENTS
-
Thorough knowledge of electronic record maintenance procedures.
-
Considerable ability to conduct research and to compose moderately complex correspondence and reports.
-
Proficiency in Microsoft Office Suite.
-
Ability to work independently and as part of a team.
-
Detail-oriented with strong organizational and time management skills.
-
Excellent communication, interpersonal, and customer service skills.
QUALIFICATIONS
-
A two-year degree or 5 years minimum experience of progressively responsible administrative/office or qualifying experience in Real Estate, Property Management or a related field.
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.
While performing the duties of this job, the employee is frequently required to sit and talk and listen. The employee is occasionally required to walk; use hands to finger, handle, or operate office equipment; and reach with hands and arms. The employee must occasionally life and or move up to 25 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Must be able to read and comprehend basic instructions and to effectively present information in one-to-one situation. This position requires the ability to apply common sense understanding in conducting detailed but standardized responsibilities.
GENERAL GUIDELINES
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.