Administrative Assistant II

Architectural Review Coordinator (ARC Coordinator) Position Summary 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. Key Responsibilities Application Intake & Processing 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 Workflow Management & System Administration 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 Review Coordination (In-House & Committee) 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 Decision Management & Communication 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 Committee Support & Training 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) Fee & Deposit Management 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 Appeals & Variance Processing Process homeowner appeals submitted in writing Route appeals to Community Managers and Boards for review Track and communicate appeal outcomes to homeowners Qualifications & Requirements Experience with HOA or property management operations preferred Working knowledge of architectural review processes and governing documents Proficiency in Vantaca or similar platforms preferred 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 Core Competencies Organization and time management Attention to detail and accuracy Customer service and communication Process adherence and accountability Collaboration with internal teams and committees Work Environment & Scope Supports multiple communities across Texas and Florida Works closely with Community Managers, ARC Committees, and homeowners Operates within established SOPs and governing documents Performance Expectations Timely acknowledgment and processing of all applications High accuracy in application review and system documentation Consistent adherence to deadlines and governing document requirements Professional and responsive communication with all stakeholders