Onsite HOA Architectural Review Administrator (Fairbanks Ranch)

RealManage•Rancho Santa Fe, CA

2d•$26 - $30•Onsite

About The Position

RealManage Elevated Onsite is seeking an Onsite HOA Architectural Review Administrator to provide administrative and operational support to the architectural department. This role supports the environmental control committee (ECC) process by coordinating applications and intakes, managing records, and facilitating communication with homeowners, contractors, and internal staff. The position is based in Rancho Santa Fe, CA, within the Fairbanks Ranch community, and offers a full-time schedule with potential evening and weekend attendance at meetings and events.

Requirements

Minimum 2-5 years of experience in municipal planning, architectural review, construction, or HOA compliance for a large-scale, master-planned, and/or luxury low-density association.
Knowledge of California HOA law, CC&Rs, the Davis-Stirling Act, and due process requirements.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office (Excel, Outlook, Word).
Ability to manage multiple priorities in a fast-paced environment.
Professional, courteous, and service-oriented approach.
Ability to sit for prolonged periods at a desk and work on a computer.
Ability to occasionally stand, walk, bend, or reach as needed.
Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).
Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.
Visual acuity to read printed materials, spreadsheets, and computer screens.
Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.
Ability to work in a standard office environment with moderate noise levels.
Ability to work a standard schedule, with occasional extended hours as required.

Nice To Haves

Construction Management, reflected with DBIA certification and or CDT certification.
Bilingual in English and Spanish.

Responsibilities

Receive, log, and track all architectural submittals, ensuring completeness prior to review.
Maintain accurate and organized records of applications, approvals, revisions, and project status.
Prepare application files for ECC review, including plans, exhibits, and supporting documentation.
Monitor application timelines and provide assistance, communicating deadlines and requirements to applicants.
Assist in the preparation of ECC & REC meeting agendas, packets, and supporting materials.
Coordinate meetings and logistics, including scheduling, material packets, and room setup, including Zoom links.
Attend ECC & REC meetings and assist with administrative follow-up and recording meeting minutes.
Prepare and distribute routine correspondence based on ECC and REC direction.
Serve as the primary contact for general architectural process inquiries.
Provide procedural guidance regarding application requirements, timelines, and fees.
Communicate status updates and requests for additional information, and update the request spreadsheet.
Coordinate with homeowners, contractors, and consultants to ensure complete submittals.
Maintain digital and physical architectural records in accordance with association standards.
Track key milestones, including approvals, deposits, and project timelines.
Assist with the preparation and distribution of notices, letters, and documentation.
Support documentation and administrative processing of violations, including those referred to the REC department.
Partner closely with the Private Lot Administrator to support work for coordination and consistency.
Provide administrative support to the ECC Director, including document preparation and tracking.
Assist with coordination between ECC, REC, and other departments as directed.
Assist with special projects and process improvements as needed.
Perform other duties assigned by the ECC Director.