Administrative Assistant II

Inframark•Katy, TX

About The Position

The Architectural Review Coordinator (ARC Coordinator) is responsible for managing the end-to-end process of homeowner architectural modification requests. This role ensures timely intake, review coordination, compliance with governing documents, and clear communication of decisions to homeowners, committees, and internal stakeholders. The ARC Coordinator plays a critical role in maintaining operational efficiency, regulatory compliance, and a high level of customer service across assigned communities.

Requirements

Working knowledge of architectural review processes and governing documents
Strong organizational skills with the ability to manage high-volume workflows
Excellent written and verbal communication skills
Ability to manage multiple deadlines and enforce process timelines
Detail-oriented with strong documentation and data tracking skills

Nice To Haves

Experience with HOA or property management operations
Proficiency in Vantaca or similar platforms

Responsibilities

Acknowledge receipt of homeowner applications within two business days
Review and verify completeness of application packages, including forms, supporting documentation, and required fees
Communicate with homeowners regarding missing or incomplete information
Ensure all submissions meet community governing document requirements
Process and manage applications within Vantaca
Convert email submissions into system applications and maintain accurate records (XN tracking)
Assign appropriate review tiers and apply applicable fees, including rush processing when requested
Route applications to the appropriate review path (in-house or committee)
Maintain accurate status updates and ensure proper documentation in system notes
Coordinate and process standard architectural requests (fences, roofs, generators, solar panels, etc.)
Facilitate committee review workflows and ensure compliance with required timelines
Notify and coordinate with ARC Committees for application reviews
Track committee decisions and ensure majority vote completion when applicable
Prepare and issue decision letters (Approved with Conditions or Denied)
Clearly document reasoning for all decisions
Communicate outcomes to homeowners in a timely and professional manner
Request additional information when required and enforce response timelines
Coordinate ARC committee training sessions in partnership with Community Managers
Distribute training materials and support onboarding of committee members
Assist with scheduling and facilitating virtual training sessions (Zoom/Teams)
Ensure applications are not processed until payment is received
Verify acceptable payment methods and compliance with policy
Coordinate deposit return process, including documentation and homeowner submissions
Route completed requests for deposit refunds to appropriate managers
Process homeowner appeals submitted in writing
Route appeals to Community Managers and Boards for review
Track and communicate appeal outcomes to homeowners