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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. Additionally, this role will include attendance at monthly board meetings on weekday evenings and attendance at community events on weekends.

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 Administrator provides administrative and operational support to the architectural department, reporting directly to the ECC Director. 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 Director, 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 Director

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.

Qualifications:

•  Minimum 2-5 years of experience in municipal planning, architectural review, construction, 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 fast-paced environment
•  Professional, courteous and service-oriented approach
•  Preferred: Construction Management, reflected with DBIA certification and or CDT certification
•  Preferred: Bilingual in English and Spanish.

Physical Requirements 
•    Ability 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 include:

•  Medical Insurance
•  Dental Insurance
•  Vision Insurance
•  Life and Disability Insurance
•  HSA (Required High Deductible Medical Plan to be eligible)
•  FSA
•  Education Reimbursement
•  401K matching
•  Employee Assistance Program (EAP)
•  11 paid Holidays