Murrayhill OA Committee Administrator (Beaverton, OR)

WE ARE: Murrayhill is a well-established family friendly community in Beaverton, Oregon. Living in Murrayhill provides a wide range of amenities that benefit those who enjoy an active lifestyle or have children. We take pride in Murrayhill’s appearance, have a strong commitment to preserve the natural resource areas, and provide a strong sense of connection to residents. We are proud of our neighborhood. YOU ARE: You are a dependable individual with the ability to demonstrate skills in administration and professional communication, plus you have the gift of serving others. It goes without saying that you have a polished appearance, a desire to deliver excellent customer service, and the rare ability to get along with just about every type of person. WHAT WE OFFER: • Hourly wage of $26-$28 DOE • Part-time, non-exempt position 24 hours per week • General schedule of 10am to 2pm with flexibility needed surrounding weekly/biweekly/monthly meetings WHAT WE NEED: • A candidate who will answer the phone promptly, with a smile and warm, friendly voice, to let them know you are there to help solve their problem. Ability to keep your cool when the homeowner is agitated. • Inquisitive nature, willingness to learn, and ability to make mistakes and learn from them. • Successful completion of the interview process and pre-employment requirements. Murrayhill OA is an equal opportunity employer. • Competency in administrative tasks, including professional written communication, processing applications, managing workflows, preparing meeting agendas and minutes, updating data and systems, communicating with Committee/Board members and CMI (mgmt. company), maintaining office supplies, etc. • Basic office skills, working knowledge of MS Outlook/Word/Excel with quick and accurate typing of 50 WPM. • Minimum of one year of experience in administrative support for one or more supervisors, including fielding calls, word processing, drafting correspondence, filing, copying, and other office tasks. See the enclosed list of job duties, for reference. Please apply online through CMI’s recruiting platform by clicking on the following link: https://www.communitymgt.com/careers/ ------- Daily • Check telephone voice messages – respond to all inquiries • Review email – Respond as needed • Greet incoming visitors • Assist owners with questions regarding ARC applications, Design Guidelines, CC&R’s, Compliance, • and common areas. • Receive and sort mail. Forward, respond, or file as needed Weekly/Bi-weekly Architectural Review Committee meetings (Wednesday 5:30 PM) • Prepare meeting agenda, type notes from the previous meeting. • Send an email to the committee to verify the meeting will be held. Include the agenda and notes and any special instructions. Meet at (time and location) to review project application. ARC members will email or call if they are not available for the meeting. • Update committee roster. Provide copies of any amendments to MOA documents. • Receive and review applications for completeness, communicate with owner as needed • Prepare CMI transmittal form for the ARC fee, email scanned copy w/check and mail the original check and form to CMI. • Take digital photos as needed, download photos taken by the committee’s consultants to use during the review. Organize the photos into a file to present at the meeting. • Update spreadsheet. • Once applications and plans have been approved. Create the approval letter, email and mail if requested with copies of the approved application, approved plans and completion notice. • Send reminder notices to owners: For expired applications, failure to meet the conditions of approval, extensions, and follow-ups. • Process notices to owners within 30 days for projects not completed per the ARC approval. • Check out and in the ARC approved signs. Prepare sign credit and forward to CMI with a copy of the original transmittal. • Obtain and set out snacks for meeting Monthly Board meeting (3rd Thursday 5:30 PM currently via Zoom) • Prepare administrators/committee report, send to the Board members and CMI. • CMI is responsible for providing and maintaining Board information, minutes, financial statements, resolutions, and opinion letters. • Board meetings are currently via Zoom. In person meetings light meals were provided. Compliance meetings (2nd Tuesday of the month, 9:00 AM currently via Zoom) • Send an email to the committee to verify the meeting will be held. Include the agenda, notes pending report and any special instructions; request a property or properties be reviewed prior to the meeting. • Compliance members will email or call if they are not available for the meeting. • Prepare agenda and pending report. Record/or take notes during the meeting. Type notes • Receive complaints and document, record time line on the spreadsheet. • Process compliance letters and any necessary fines. • Inform CMI of compliance fines and up-date status. Landscape meeting preparation (1st Friday of the month 8:00 AM currently via Zoom) • Send an email to the committee and request verification they will attend. • If a quorum is met email with the agenda and notes from the previous meeting • Prepare the agenda take photos as needed. Record or take notes of the meeting. Type notes. • Forward any reported common area issues to landscape contractor and committee. Annually • Inspect sidewalks that are adjacent to MOA common properties. Accounting • Balance and send petty cash details to CMI for reimbursement monthly. • Submit new debit card receipts to CMI. Request check as needed to maintain a $500 daily balance. • Send delinquent letters to Owners at the request of the Board. List provided by CMI. • Approve invoices via AvidXchange program Website and computer maintenance • Update website calendar • Add or change Board and Committee members • Post the approved Board minutes receive via email from CMI • Obtain any required web domain and hosting renewals • Maintain Virus and fire wall programs. • Maintain all computer files (back-up, delete unnecessary files) Miscellaneous • Prepare bi-annual newsletter • Prepare notebooks and/or digital flies of association documents for new Board and Committee Members. • Obtain all required office supplies: single item exceeding $100.00 request Board approval. MOA/MRA Cross training MOA Committee Administrator will oversee the following in the Absence of the MRA Association Manager. Hometown Center (HTC): • Show the HTC if requested • Check calendar and give owner the HTC reservation form • Give out new owner/tenant forms as needed. • Distribute or check in HTC keys note in HTC notebook General office: • Collect mail and incoming paper work • Walk in Customer Service • Direct aquatic questions to the pool staff (Summer) • Contact Board members if needed MRA Association Manager will oversee the following in the Absence of the MOA Committee Administrator. Architectural Review (ARC) • Give and explain upon request ARC applications • Receive applications noting date received • Distribute or check in ARC “Approved Signs” General Office • Collect mail and incoming paper work • Walk in Customer Service • Contact Board members or CMI if needed