Job Description

Architectural Review Board (ARB) Administrator

Position Title: Architectural Review Board Administrator
Reports To: POA Board of Directors / Community Manager
Status: Part-time

The ARB Administrator supports the Architectural Review Board by managing the review process for property modifications, ensuring compliance with governing documents, and serving as a liaison between homeowners, the ARB, the POA Board, and the community manager. This role ensures timely, consistent, and well-documented architectural decisions using systems such as Smartwebs, while collaborating closely with the community manager who assists with administrative efforts.

Key Responsibilities

Application Management

• Receive, log, and track all architectural modification requests
• Review submissions for completeness before ARB review
• Enter and manage applications within Smartwebs
• Communicate with homeowners regarding missing information or clarifications
• Coordinate with the community manager to ensure smooth processing of applications
• Maintain organized digital and/or physical records of all applications

ARB Coordination

• Prepare agendas and documentation for ARB meetings
• Distribute applications and supporting materials to ARB members
• Record meeting minutes and decisions
• Update decisions and statuses within Smartwebs
• Work in coordination with the community manager on meeting logistics and follow-ups
• Track voting outcomes and ensure proper documentation

Compliance & Communication

• Notify homeowners of ARB decisions in a timely manner
• Use Smartwebs to manage communication and status updates
• Monitor approved projects for compliance with plans and guidelines
• Coordinate follow-up inspections if applicable
• Collaborate with the community manager on homeowner communications and issue resolution
• Respond to homeowner inquiries regarding guidelines and procedures

Documentation & Recordkeeping

• Maintain architectural guidelines, rules, and application forms
• Maintain ARB Rules & Regulations and Forms in a redline edit format for Board review and approval
• Incorporate Board-approved revisions into final governing documents
• Ensure all updates are accurately reflected in digitized forms and workflows within Smartwebs
• Coordinate with the community manager to maintain consistency in records and processes
• Ensure records are accurate, up to date, and properly stored

Administrative Support

• Assist with enforcement tracking related to architectural violations using Smartwebs
• Generate reports from Smartwebs for the POA Board on ARB activity and trends
• Work collaboratively with the community manager on administrative tasks supporting the ARB
• Support special projects related to community standards

Qualifications

Qualifications

• Strong organizational and administrative skills
• Excellent written and verbal communication
• Ability to manage document revisions and maintain version control (redlining experience preferred)
• Ability to work collaboratively with a community manager and volunteer board
• Ability to learn and effectively use property management software, including Smartwebs
• Attention to detail and ability to manage multiple requests
• Proficiency with basic office software (Word, Excel, email systems)
• Experience in property management, HOA/POA operations, or construction/design is a plus

Preferred Skills

• Prior experience using Smartwebs or similar HOA management systems
• Experience maintaining policy or governance documents with tracked changes/redlines
• Familiarity with architectural drawings or site plans
• Experience working with community managers, boards, or committees preferred
• Conflict resolution and customer service skills

Compensation

• Hourly rate of $23.00 with a part-time schedule (30 hours or less a week)
• Additional compensation available through performance on the job.