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Job Description
Job Description: Architectural Review Board (ARB) Administrator
Position Title: Architectural Review Board Administrator
Reports To: POA Board of Directors / Community Manager
Status: Part-time
Position Summary
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
Requirements
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.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
