ARC Coordinator

Associa•West End, NC

About The Position

The ARC Coordinator guides applicants through architectural review and coordinates implementation of committee decisions and community standards. The role administers permitting, compliance activities, meetings, financial records, and project closeout while supporting ARC leadership, reviewers, and designated staff. The Coordinator serves as a primary contact for applicants, contractors, and ARC members. The Coordinator guides homeowners, design professionals, builders, and contractors through application requirements, fees, and review procedures; coordinates application routing and review decisions; and prepares approval or denial letters and authorized permits. The role supports ARC meetings, maintains project and compliance records, coordinates inspections and signoffs, conducts assigned site visits, and prepares project closeout documentation. It also collects and reconciles approved fees and deposits, maintains financial records, and routes reimbursement and bond-return requests for approval.

Requirements

Associate degree or higher.
At least two years of experience in administrative and clerical work, data entry, and basic report writing.
Experience coordinating concurrent applications, cases, or projects under established procedures.
Experience maintaining records, spreadsheets, correspondence, and financial documentation.
Ability to apply community covenants, architectural standards, procedures, and construction requirements.
Ability to check plans and documents for completeness, identify discrepancies, and explain corrections.
Customer-service orientation and ability to collaborate with a team.
Written communication skills for minutes, decision letters, notices, reports, and correspondence.
Proactive communication skills and knowledge of conflict-resolution techniques.
Self-motivation, initiative, and ability to manage time and prioritize tasks.
Judgment, discretion, initiative, and ability to protect confidential or sensitive records.
Valid North Carolina driver’s license and ability to travel locally for meetings, inspections, and project activities.

Responsibilities

Guide homeowners, design professionals, builders, and contractors through application requirements, fees, and review procedures.
Research plats, surveys, property-line impacts, and applicable landscape and resource-protection requirements.
Prepare Builder Packets for new construction according to established requirements.
Route permit applications and new-construction packets to committee members and reviewers; track assignments, decisions, conditions, and follow-ups.
Prepare approval or denial letters reflecting review decisions and issue authorized permits after required approvals and documentation are complete.
Meet with homeowners and contractors upon request to review applications.
With a Lead Reviewer, orient first-time contractors and document their acknowledgment of architectural and construction requirements.
Assist the ARC Chair or Co-Chairs with meeting materials and agenda preparation; attend ARC meetings, present potential issues, and prepare project-status updates.
Maintain application databases, lot files, homesite books, project logs, inspection records, correspondence, and archives.
Coordinate inspections and signoffs, including assignments for designated project observers.
Refer incomplete or noncompliant work to management, ARC leadership, or designated community standards staff.
Conduct site visits for potentially noncompliant projects and coordinate appropriate actions, including Stop Work Orders and compliance letters.
Conduct observational site visits for general projects as assigned and maintain records of Stop Work Orders, notices, and open compliance matters.
Prepare Certificates of Approval, Compliance, and Completion; obtain signatures and distribute final documents.
Compile closeout records, prepare documentation for bond or deposit return requests, and archive completed project files.
Provide verified compliance information for property closings and related transactions.
Collect, record, and reconcile application, road-use, ARC use, builder bond, refundable construction deposit, and other approved charges.
Maintain spreadsheets and supporting financial records; investigate discrepancies with financial staff.
Prepare reimbursement and bond-return requests, obtain approvals, and route requests to the Treasurer or designated staff.
Maintain secure digital financial records under approved retention procedures.