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The Land Development Coordinator plays a critical role in supporting the successful planning, activation, governance, and ongoing operation of Rohit communities. This position serves as the central point of coordination between internal departments, builders, homeowners, consultants, municipalities, legal counsel, Homeowner Associations (HOAs), property management partners, and other external stakeholders to ensure architectural integrity, landscape quality, community standards, and governance requirements are consistently achieved.

The role will assist in overseeing architectural and landscape compliance programs from community planning through final build-out, while supporting the establishment, transition, and ongoing administration of Homeowner Associations to ensure long-term community success and resident satisfaction.

ESSENTIAL FUNCTIONS

Community Inspections & Quality Assurance

• Conduct regular site inspections across active communities to monitor:
• Architectural compliance
• Landscape completion
• Community appearance
• Construction progress
• Builder adherence to approved plans
• Document inspection findings and coordinate corrective actions with builders.
• Track outstanding deficiencies through completion.
• Identify emerging trends or recurring compliance issues and recommend process improvements.

Homeowner Association (HOA) Setup & Community Activation

• Coordinate the establishment and activation of Homeowner Associations for new communities.
• Work with legal counsel to facilitate incorporation and governance documentation.
• Coordinate preparation and execution of:
• HOA bylaws
• Restrictive covenants
• Operating agreements
• Governance documents
• Community standards
• Assist with procurement and onboarding of third-party HOA management companies.
• Coordinate turnover activities from developer control to homeowner governance where applicable.
• Support initial HOA Board formation, elections, and governance processes.
• Coordinate communication materials introducing homeowners to HOA responsibilities, fees, amenities, and community expectations.

HOA Administration & Governance

• Act as the primary liaison between Rohit, HOA management companies, Boards of Directors, legal counsel, and residents.
• Monitor HOA operational performance and service delivery.
• Coordinate annual operating budgets and reserve planning information with HOA management partners.
• Support governance meetings and prepare documentation as required.
• Track compliance with HOA governing documents and recommend updates when required.
• Coordinate resolution of homeowner concerns relating to HOA operations.

Legal & Regulatory Administration

• Assist in the creation and tracking of Purchase Agreements, Amending Agreements, and other related legal agreements
• Coordinate registration of architectural guidelines, restrictive covenants, easements, and related documents with Alberta Land Titles.
• Maintain documentation supporting community governance and compliance.
• Ensure legal documentation remains current and accurately reflects community requirements.
• Coordinate with legal counsel regarding amendments and interpretation of governing documents.
• Receipt and processing of builder deposits
• Review and release of Damage Deposits

Database & Systems Administration

• Administer and maintain the LotWorks system and related community compliance databases.
• Manage builder accounts, permissions, and user access.
• Provide onboarding and training for builders and internal users.
• Maintain accurate records of:
  • Architectural approvals
  • Variances
  • Inspection reports
  • Compliance history
  • HOA documentation
• Prepare compliance and community status reporting for leadership.
• Invoice and Payment processing

Builder, Homeowner & Stakeholder Relations

• Serve as the primary point of contact for builders regarding architectural and landscaping matters.
• Respond to inquiries professionally and within established service standards.
• Educate homeowners on community standards, HOA requirements, and compliance expectations.
• Foster collaborative relationships with municipalities, consultants, property managers, and legal advisors.

Process Improvement & Continuous Improvement

• Identify opportunities to improve architectural review processes, inspection procedures, and community governance practices.
• Assist in implementing technology enhancements to improve efficiency.
• Develop standardized templates, policies, and operating procedures.
• Recommend improvements to community standards based on operational experience and stakeholder feedback.

Cross Functional Support

• Provide administrative and operational support to Sales, Community Development, Land Development, and Administration teams as required.
• Assist with community launches and builder onboarding activities.
• Support special projects related to community development and homeowner experience.
• Communication and coordination with consultants to aid in the creation of architectural and landscape guidelines for all communities.
• Review architectural submissions and approvals for compliance with architectural guidelines.
• Ensure registration of architectural guidelines with Alberta Land Titles for all lots in our communities.
• Maintaining the LotWorks database including training and management of builders and their accounts.
• Performing site inspections at communities and monitoring progress of construction to ensure adherence to approved plans.
• Reviewing landscape and architectural inspection reports for compliance, granting variances and enforcing guidelines where applicable.
• Responding to builder and homeowner inquiries in a timely manner.
• Back up support to the Sales and Administration team.

Performs other related duties as assigned.

Success Metrics

HOA Establishment & Community Activation
Successfully coordinate the setup and activation of all Homeowner Associations for new communities, ensuring governance documents, legal registrations, management partners, homeowner communications, and transition milestones are completed on schedule.

Stakeholder Service & Responsiveness
Provide exceptional customer service by responding to builder, homeowner, consultant, and internal stakeholder inquiries within agreed service levels while maintaining a builder and homeowner satisfaction rating of 4.5/5 or greater.

Data Integrity & Administrative Excellence
Maintain accurate and up-to-date records within LotWorks and related systems, ensuring architectural approvals, inspections, HOA documentation, and Land Titles registrations are completed with at least 98% accuracy and no critical audit findings.

Continuous Improvement & Operational Effectiveness
Identify and implement a minimum of two process improvements annually that enhance efficiency, improve the builder or homeowner experience, strengthen compliance processes, or support the long-term quality and governance of Rohit communities.