ARB Administrator

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ 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.Job DescriptionJob Description: Architectural Review Board (ARB) AdministratorPosition Title: Architectural Review Board AdministratorReports To: POA Board of Directors / Community ManagerStatus: Part-timePosition SummaryThe 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 ResponsibilitiesApplication ManagementReceive, log, and track all architectural modification requestsReview submissions for completeness before ARB reviewEnter and manage applications within SmartwebsCommunicate with homeowners regarding missing information or clarificationsCoordinate with the community manager to ensure smooth processing of applicationsMaintain organized digital and/or physical records of all applicationsARB CoordinationPrepare agendas and documentation for ARB meetingsDistribute applications and supporting materials to ARB membersRecord meeting minutes and decisionsUpdate decisions and statuses within SmartwebsWork in coordination with the community manager on meeting logistics and follow-upsTrack voting outcomes and ensure proper documentationCompliance & CommunicationNotify homeowners of ARB decisions in a timely mannerUse Smartwebs to manage communication and status updatesMonitor approved projects for compliance with plans and guidelinesCoordinate follow-up inspections if applicableCollaborate with the community manager on homeowner communications and issue resolutionRespond to homeowner inquiries regarding guidelines and proceduresDocumentation & RecordkeepingMaintain architectural guidelines, rules, and application formsMaintain ARB Rules & Regulations and Forms in a redline edit format for Board review and approvalIncorporate Board-approved revisions into final governing documentsEnsure all updates are accurately reflected in digitized forms and workflows within SmartwebsCoordinate with the community manager to maintain consistency in records and processesEnsure records are accurate, up to date, and properly storedAdministrative SupportAssist with enforcement tracking related to architectural violations using SmartwebsGenerate reports from Smartwebs for the POA Board on ARB activity and trendsWork collaboratively with the community manager on administrative tasks supporting the ARBSupport special projects related to community standardsRequirementsQualificationsStrong organizational and administrative skillsExcellent written and verbal communicationAbility to manage document revisions and maintain version control (redlining experience preferred)Ability to work collaboratively with a community manager and volunteer boardAbility to learn and effectively use property management software, including SmartwebsAttention to detail and ability to manage multiple requestsProficiency with basic office software (Word, Excel, email systems)Experience in property management, HOA/POA operations, or construction/design is a plusPreferred SkillsPrior experience using Smartwebs or similar HOA management systemsExperience maintaining policy or governance documents with tracked changes/redlinesFamiliarity with architectural drawings or site plansExperience working with community managers, boards, or committees preferredConflict resolution and customer service skillsCompensationHourly 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.