Onsite HOA Architectural Review Assistant (Fairbanks Ranch)

RealManage, LLC; Fairbanks Ranch (CA); Sur place; USD 36 000 - 41 000; Plein temps

Avantages offerts par ce poste

Medical Insurance

Dental Insurance

Vision Insurance

Life and Disability Insurance

HSA (HDHP)

FSA

401K matching

Employee Assistance Program (EAP)

11 paid Holidays

Résumé du poste

RealManage Elevated Onsite seeks an Onsite HOA Architectural Review Administrator in Rancho Santa Fe, CA. The role provides administrative support to the architectural department, coordinating ECC submissions and intake processes, and communicating with homeowners and contractors.

The position requires 2–5 years in architectural review or HOA compliance, strong organizational skills, and proficiency with MS Office.

Qualifications

• Minimum 2–5 years of experience in architectural review and/or HOA compliance for large-scale, master-planned communities or luxury properties.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication, proficient in Microsoft Office.

Responsabilités

• Receive, log, and track architectural submittals; ensure completeness prior to review.
• Maintain organized records of applications, approvals, revisions, and project status.
• Prepare ECC files for review, including plans, exhibits, and supporting docs.
• Coordinate ECC/REC meetings and prepare agendas, packets, and minutes.
• Serve as primary contact for inquiries and provide guidance on timelines and fees.
• Track milestones, communicate deadlines, and assist with notices and documentation.

Formation

Knowledge of California HOA law (Davis-Stirling Act)

Description du poste

Role: Onsite HOA Architectural Review AdministratorLocation: Rancho Sante Fe, CACommunity: Fairbanks RanchPay Range: $26.00 to $30.00 per hour (depending on education and experience)Job Type: Full timeTypical Schedule: This work schedule aligns with clubhouse operating hours, Monday- Friday, 8:30 AM- 5 PM.Company SummaryRealManage 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 SummaryFairbanks 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!Role SummaryThe Onsite HOA Architectural Review Assistant provides administrative and operational support to the architectural department, reporting directly to the ECC Manager. 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.ResponsibilitiesAdministrative and Application ProcessingReceive, log, and track all architectural submittals, ensuring completeness prior to reviewMaintain accurate and organized records of applications, approvals, revisions, and project statusPrepare application files for ECC review, including plans, exhibits and supporting documentationMonitor application timelines and assistance, communicating deadlines, and requirements to applicantsECC & REC CoordinationAssist in preparation of ECC & REC meeting agendas, packets and supporting materialsCoordinate meetings, logistics, including scheduling, material packets, and room set up, including the Zoom linkAttend ECC & REC meetings and assist with administrative follow-up and recording meeting minutes.Prepare and distribute routine correspondence based on ECC and REC directionHomeowner and Contractor CommunicationServe primary contact for general architectural process inquiriesProvide procedural guidance regarding application requirements, timelines, and feesCommunicate status of days and request for additional information and update request spreadsheetCoordinate with homeowners, contracts, and consultants to ensure complete submittalsRecords and Compliance CommunicationMaintain Digital and Physical architectural records and accordance with the association standardsTrack key milestones, including approvals, deposits, and project timelinesAssist with preparation and distribution of notices, letters, and documentationSupport documentation and administrative processing of violations, including those referred to RECDepartment and Cross-Function SupportPartner closely with Private Lot Administrator to support work for coordination and consistencyProvide administrative support to ECC Manager, including document preparation and trackingAssist with coordination between ECC, REC and other departments as directedAssist with special projects and process improvements as neededOther duties assigned by ECC ManagerDisclaimerThis description is not intended to be an exhaustive list of duties. The employee may perform other duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.Minimum 2-5 years of experience in architectural review and/or HOA compliance for a large-scale, master-planned, and/or luxury low-density associationKnowledge of California HOA law, CC&Rs, the Davis-Stirling Act, and due process requirementsStrong organizational skills and attention to detailExcellent written and verbal communication skillsProficiency in Microsoft Office (Excel, Outlook, Word)Ability to manage multiple priorities in fast-paced environmentProfessional, courteous and service-oriented approachPreferred: Construction Management, reflected with DBIA certification and or CDT certificationPreferred: Bilingual in English and SpanishPhysical RequirementsAbility 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.Pay and Benefits$26.00 to $30.00 per hour, depending on education and experience.Benefits includeMedical InsuranceDental InsuranceVision InsuranceLife and Disability InsuranceHSA (Required High-Deductible Medical Plan to be eligible)FSAEducation Reimbursement401K matchingEmployee Assistance Program (EAP)11 paid HolidaysEEO & Values StatementRealManage is a values‑based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.ADA StatementRealManage is committed to providing reasonable accommodation to individuals with disabilities. If you need an accommodation to apply for this position or perform essential job functions, please contact Human Resources at [e-mail].