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.
Preferred QualificationsApplication 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
Skills Required
- Receive, log, and track architectural modification requests
- Review submissions for completeness before ARC review
- Enter and manage applications in software
- 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
- Prepare agendas and documentation for ARC meetings
- Distribute applications and supporting materials to ARC members
- Record meeting minutes, decisions, and track voting outcomes
- Update decisions and statuses within software and manage follow-ups
- Monitor approved projects for compliance and coordinate follow-up inspections
- Generate reports for the HOA Board on ARC activity and trends
- Assist with enforcement tracking related to architectural violations
What We Do
With more than 200 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 10,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
