Architectural Review Coordinator

May Management Services Inc•Jacksonville, FL

8d•Onsite

About The Position

Queens Harbour Yacht & Country Club Owners Association is seeking an organized, detail-oriented professional to serve as our Architectural Review Coordinator. This role is responsible for managing the Architectural Review Board (ARB) application process, ensuring compliance with community architectural standards, and providing exceptional service to homeowners, contractors, and Board members. If you thrive in a fast-paced environment, enjoy coordinating multiple projects, and have experience with community associations, construction administration, or architectural review, we'd love to hear from you. As the Architectural Review Coordinator, you will oversee the administrative and compliance functions of the Architectural Review Board, serving as the primary point of contact for architectural modification requests. You'll ensure applications are complete and compliant with governing documents, prepare materials for ARB meetings, maintain accurate records, conduct site inspections, and communicate decisions to homeowners in a professional and timely manner. This position requires attendance at two evening Architectural Review Board meetings each month, including preparation of meeting materials, recording meeting minutes, and following up on Board decisions.

Requirements

Minimum of one (1) year of experience in architectural review, HOA or condominium architectural control, community association management, construction administration, planning, or a related field.
Strong understanding of architectural review processes, construction plans, and residential improvement projects.
Excellent organizational, documentation, and recordkeeping skills.
Exceptional attention to detail.
Strong written and verbal communication skills.
Ability to interpret governing documents, architectural guidelines, and design standards.
Proficiency with Microsoft Outlook, Word, Excel, Adobe PDF, and other standard office software.
Ability to effectively manage multiple priorities while meeting deadlines.
Outstanding customer service and interpersonal skills.
Ability to conduct inspections throughout the community.
Ability to sit, stand, walk, and use standard office equipment for extended periods.
Ability to occasionally lift up to 25 pounds.
Availability to attend two evening Architectural Review Board meetings each month.
Occasional attendance at Board meetings, community meetings, and project-related inspections.
Ability to work independently while maintaining a high level of professionalism, accountability, and discretion.

Nice To Haves

Valid driver's license and reliable transportation.
Experience working with homeowners associations or condominium associations.

Responsibilities

Manage the Architectural Review Board (ARB) application process from submission through final approval.
Review applications for completeness and compliance with governing documents, architectural guidelines, and community standards.
Communicate with homeowners, contractors, architects, and design professionals regarding application requirements, approvals, denials, and revisions.
Prepare meeting agendas, application packets, and supporting documentation for ARB meetings.
Attend two evening ARB meetings each month, record meeting minutes, and communicate Board decisions to applicants.
Maintain organized records of architectural applications, approvals, denials, correspondence, variances, and supporting documentation.
Conduct site inspections before and after project approvals to verify compliance with approved plans.
Monitor approved projects throughout construction to ensure adherence to Association standards and approval conditions.
Assist homeowners in understanding architectural guidelines and approval procedures.
Coordinate with the Community Association Manager, Board of Directors, legal counsel, consultants, and vendors as needed.
Prepare reports and provide updates on application activity, project status, and compliance matters.
Maintain confidentiality while representing the Association with professionalism and excellent customer service.