Job Description
The ARB Administrator supports the Architectural Review Committee by managing the review process for property modifications, ensuring compliance with governing documents, and serving as a liaison between homeowners, the ARC, the HOA Board, and the community manager. This role ensures timely, consistent, and well-documented architectural decisions using software, while collaborating closely with the community manager.
Qualifications
Application Management
- Receive, log, and track all architectural modification requests
- Review submissions for completeness before ARC review
- Enter and manage applications
- Communicate with homeowners regarding missing information or clarifications
- Coordinate with the community manager when needed to ensure smooth processing of applications
- Maintain organized digital and/or physical records of all applications
ARC Coordination
- Prepare agendas and documentation for ARC meetings
- Distribute applications and supporting materials to ARC members
- Record meeting minutes and decisions
- Update decisions and statuses within software
- Manage meeting logistics and follow-ups
- Track voting outcomes and ensure proper documentation
Compliance & Communication
- Notify homeowners of ARC decisions in a timely manner
- Manage communication and status updates
- Monitor approved projects for compliance with plans and guidelines
- Coordinate follow-up inspections when 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 ARC Rules & Regulations and Forms for Board review and approval
- Ensure all updates are accurately reflected in digitized forms and workflows within the software
- 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
- Generate reports for the HOA Board on ARC activity and trends
- Work collaboratively with the community manager
- Support special projects related to community standards
