Onsite HOA Architectural Review Coordinator

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

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life and Disability Insurance

HSA benefits

FSA plan

Education Reimbursement

401K matching

Employee EAP

11 paid Holidays

Job summary

RealManage Elevated Onsite is seeking an Onsite HOA Architectural Review Assistant to provide administrative and operational support to the architectural department in Rancho Santa Fe. You will coordinate applications, manage records, and communicate with homeowner contractors and internal staff.

The role reports to the ECC Manager, supports the ECC process, and ensures timely review and accurate documentation.

Qualifications

• Minimum 2-5 years of experience in architectural review and/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 a fast-paced environment
• Professional, courteous and service-oriented approach

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 assist, 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 setup, 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 as primary contact for general architectural process inquiries
• Provide procedural guidance regarding application requirements, timelines, and fees
• Communicate status of days and update request spreadsheet
• Coordinate with homeowners, contracts, and consultants to ensure complete submittals
• Maintain digital and physical architectural records and accordance with 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 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

Skills

Organizational skills

Communication skills

Bilingual in English & Spanish

Multitasking

Microsoft Office

Education

DBIA certification

CDT certification

Tools

Microsoft Office

Job description

RealManage Elevated Onsite is seeking an Onsite HOA Architectural Review Assistant to provide administrative and operational support to the architectural department in Rancho Santa Fe. You will coordinate applications, manage records, and communicate with homeowner contractors and internal staff.

The role reports to the ECC Manager, supports the ECC process, and ensures timely review and accurate documentation.