Consultant

Position Summary:

Primarily responsible for project coordination and administrative support for community infrastructure, compliance, and management transition initiatives. Serves as a central point of coordination among the Board, management, contractors, consultants, vendors, attorneys, and regulatory agencies.

Position Responsibilities:

• Coordinate communication among the Board of Directors, onsite management, engineers, consultants, contractors, attorneys, vendors, and regulatory agencies.
• Schedule and support virtual meetings, including preparing agendas, distributing materials, documenting notes, and tracking follow-up items.
• Maintain project calendars, timelines, trackers, and documentation systems.
• Support coordination of infrastructure projects, including gas line remediation, pond repairs, bridge repairs, asphalt repairs and replacements.
• Distribute and track requests for proposals; organize vendor responses and documentation.
• Compile and organize project summaries and reports provided by consultants and engineers.
• Track and maintain documentation of active gas leaks and repair activities.
• Coordinate scheduling and communication with onsite staff and contactors.
• Maintain records of inspections, work orders, and contractor updates.
• Assist in preparing status updates for board and committees.
• Maintain organized compliance documentation related to infrastructure and gas system requirements.
• Track deadlines for inspections, filings, and regulatory obligations.
• Coordinate documentation for:
  • Annual gas leak surveys
  • Utility meter exchange schedules
  • Department of weights and measures inspections
  • MHP-related filings
• Support preparation of documentation for regulatory submissions.
• Coordinate communication with consultants, contractors, and regulatory agencies.
• Provide administrative support for onboarding incoming management staff.
• Organize and transfer project records, compliance documentation, and vendor information.
• Maintain continuity by ensuring records are organized and accessible.
• Coordinate virtual and hybrid meetings for finance, recreational, and architectural committees.
• Prepare material, document discussions, and track follow-up items.
• Maintain organized committee records.
• Assist in drafting monthly newsletter updates related to infrastructure projects.
• Prepare and distribute community communications (e-blasts, notices) as directed.
• Maintain records of all communications.
• Coordinate review of communications with manager and legal counsel when required.
• Assist with coordinating communications with public agencies and officials.
• Maintain documentation of outreach and communications.
• Support research related to potential grants or funding opportunities.
• Prepare reports and written updates for Board and committee meetings.
• Attend meetings virtually and onsite as needed.
• Document meeting discussions, decisions, and action items.
• Perform other duties as directed.

Qualifications:

Knowledge, Skills, and Abilities:

• Project coordination, administrative support, records management, regulatory compliance tracking, and HOA operations.
• Strong proficiency in Microsoft Office Suite and virtual collaboration platforms.

• Organization, project coordination, communication, stakeholder engagement, document management, research, and report preparation.
• Strong proficiency in Microsoft Office, Teams, and Zoom.

• Ability to manage multiple projects and deadlines simultaneously.
• Ability to build effective relationships with internal and external stakeholders.
• Ability to work independently while exercising sound judgment and maintaining confidentiality.
• Ability to prepare accurate documentation, reports, and communications while maintaining compliance with established requirements.

Minimum Requirements:

• High school diploma or GED and five (5) years of full time, paid, professional experience in project coordination, administrative support, HOA/community management, construction coordination, or a related function.
• Must be able to work in the evening and weekends as needed for meetings.
• Valid driver’s license.

Physical Demands & Work Environment:

• Sitting for extended periods and using a computer keyboard and standard office equipment.
• Ability to lift up to 25 pounds as needed.
• Ability to walk community areas, including sloped or flat terrain, to visually review landscape, building areas, recreation facilities, parks, and related property areas.
• Ability to work evenings as needed to attend meetings, including board meetings or project-related sessions.