ARB Administrator

Associa

2d•$23

About The Position

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.

Requirements

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

Nice To Haves

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
Conflict resolution and customer service skills

Responsibilities

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
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
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
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
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