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