Onsite HOA Architectural Review Administrator (Fairbanks Ranch)

RealManage•Rancho Santa Fe, CA

2d•$26 - $30•Onsite

About The Position

The Onsite HOA Architectural Review Administrator provides administrative and operational support to the architectural department, reporting directly to the ECC Director. The role supports the environmental control committee (ECC) process by coordinating applications and intakes, managing records, and facilitating communication with homeowner contractors and internal staff. RealManage Elevated Onsite is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry. RealManage Elevated Onsite is a values-based company with the following values as our guiding principles: Integrity: we always do the right thing. Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship. Selflessness: more than teamwork; we are part of something special and much larger than any of us. Personal Relationships: we are a professional services company; people do business with people they like. Always Improving: never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better. Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued. Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities. RealManage has earned the prestigious Certified™ recognition from Great Place to Work®, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience. Community Summary Fairbanks Ranch is one of Rancho Santa Fe’s most family friendly luxury home neighborhoods with community amenities and 24 hour guard gated security. Fairbanks Ranch was originally owned by Douglas Fairbanks and Mary Pickford. The custom-built homes range from 3,500-16,000 square feet on well-manicured mostly 1 acre lots. Fairbanks Ranch features a clubhouse, lake, tennis courts and an equestrian center. Just down the street is the Fairbanks Ranch Club which is a resort-style property that offers the ultimate in hospitality and healthy living—from championship golf and tennis, to our brand-new outdoor pool and “Field of Dreams” sports complex. Skip the indoor gym and discover this one-of-a-kind club that captures everything there is to love about life in sunny Southern California!

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 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 assistance, communicating deadlines, and requirements to applicants
Assist in preparation of ECC & REC meeting agendas, packets and supporting materials
Coordinate meetings, logistics, including scheduling, material packets, and room set up, including the Zoom link
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 primary contact for general architectural process inquiries
Provide procedural guidance regarding application requirements, timelines, and fees
Communicate status of days and request for additional information and update request spreadsheet
Coordinate with homeowners, contracts, and consultants to ensure complete submittals
Maintain Digital and Physical architectural records and accordance with the association standards
Track key milestones, including approvals, deposits, and project timelines
Assist with preparation and distribution of notices, letters, and documentation
Support documentation and administrative processing of violations, including those referred to REC Department and Cross-Function Support
Partner closely with Private Lot Administrator to support work for coordination and consistency
Provide administrative support to 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
Other duties assigned by ECC Director