Onsite HOA Architectural Review Assistant (Fairbanks Ranch)

RealManage, LLC; Rancho Santa Fe (CA); On-site; USD 36,000 - 41,000; Full time

Job summary

RealManage Elevated Onsite in Rancho Santa Fe, CA seeks an Onsite HOA Architectural Review Administrator to support the architectural department. This full-time role handles submittals, records, and contractor communications, aligning with clubhouse operating hours.

You will coordinate ECC/REC meetings, prepare agendas, track timelines, and assist with notices and documentation, reporting to the ECC Manager.

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
• Partner closely with Private Lot Administrator to support work for coordination and consistency
• Provide administrative support to ECC Manager, 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 Manager

Job description

Role: Onsite HOA Architectural Review Administrator

Location: Rancho Sante Fe, CA

Community: Fairbanks Ranch

Pay Range: $26.00 to $30.00 per hour (depending on education and experience)

Job Type: Full time

Typical Schedule: This work schedule aligns with clubhouse operating hours, Monday- Friday, 8:30 AM- 5 PM.

Company Summary

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!

Role Summary

The 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.

Responsibilities

Administrative and Application Processing

• 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

ECC & REC Coordination

• 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

Homeowner and Contractor Communication

• 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

Records and Compliance Communication

• 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 Manager, 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 Manager

Disclaimer

This 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.