What are the responsibilities and job description for the ARB Administrator position at Associa?
Job Description: Architectural Review Board (ARB) Administrator
Position Title: Architectural Review Board Administrator
Reports To: POA Board of Directors / Community Manager
Status: Part-time
Position Summary
The ARB Administrator supports the Architectural Review Board by managing the review process for property modifications, ensuring compliance with governing documents, and serving as a liaison between homeowners, the ARB, the POA Board, and the community manager. This role ensures timely, consistent, and well-documented architectural decisions using systems such as Smartwebs, while collaborating closely with the community manager who assists with administrative efforts.
Key Responsibilities
Application Management
- Receive, log, and track all architectural modification requests
- Review submissions for completeness before ARB review
- Enter and manage applications within Smartwebs
- Communicate with homeowners regarding missing information or clarifications
- Coordinate with the community manager to ensure smooth processing of applications
- Maintain organized digital and/or physical records of all applications
ARB Coordination
- Prepare agendas and documentation for ARB meetings
- Distribute applications and supporting materials to ARB members
- Record meeting minutes and decisions
- Update decisions and statuses within Smartwebs
- Work in coordination with the community manager on meeting logistics and follow-ups
- Track voting outcomes and ensure proper documentation
Compliance & Communication
- Notify homeowners of ARB decisions in a timely manner
- Use Smartwebs to manage communication and status updates
- Monitor approved projects for compliance with plans and guidelines
- Coordinate follow-up inspections if applicable
- Collaborate with the community manager on homeowner communications and issue resolution
- Respond to homeowner inquiries regarding guidelines and procedures
Documentation & Recordkeeping
- Maintain architectural guidelines, rules, and application forms
- Maintain ARB Rules & Regulations and Forms in a redline edit format for Board review and approval
- Incorporate Board-approved revisions into final governing documents
- Ensure all updates are accurately reflected in digitized forms and workflows within Smartwebs
- Coordinate with the community manager to maintain consistency in records and processes
- Ensure records are accurate, up to date, and properly stored
Administrative Support
- Assist with enforcement tracking related to architectural violations using Smartwebs
- Generate reports from Smartwebs for the POA Board on ARB activity and trends
- Work collaboratively with the community manager on administrative tasks supporting the ARB
- Support special projects related to community standards
Qualifications:
Qualifications
- Strong organizational and administrative skills
- Excellent written and verbal communication
- Ability to manage document revisions and maintain version control (redlining experience preferred)
- Ability to work collaboratively with a community manager and volunteer board
- Ability to learn and effectively use property management software, including Smartwebs
- Attention to detail and ability to manage multiple requests
- Proficiency with basic office software (Word, Excel, email systems)
- Experience in property management, HOA/POA operations, or construction/design is a plus
Preferred Skills
- Prior experience using Smartwebs or similar HOA management systems
- Experience maintaining policy or governance documents with tracked changes/redlines
- Familiarity with architectural drawings or site plans
- Experience working with community managers, boards, or committees
- Conflict resolution and customer service skills
Compensation
- Hourly rate of $23.00 with a part-time schedule (30 hours or less a week)
- Additional compensation available through performance on the job.
Salary : $23