Administrative Assistant II

divh2Architectural Review Coordinator (ARC Coordinator)/h2pThe 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./ppThe ARC Coordinator plays a critical role in maintaining operational efficiency, regulatory compliance, and a high level of customer service across assigned communities./ppstrongKey Responsibilities/strong/ppstrongApplication Intake Processing/strong/pulliAcknowledge receipt of homeowner applications within two business days/liliReview and verify completeness of application packages, including forms, supporting documentation, and required fees/liliCommunicate with homeowners regarding missing or incomplete information/liliEnsure all submissions meet community governing document requirements/li/ulpstrongWorkflow Management System Administration/strong/pulliProcess and manage applications within Vantaca/liliConvert email submissions into system applications and maintain accurate records (XN tracking)/liliAssign appropriate review tiers and apply applicable fees, including rush processing when requested/liliRoute applications to the appropriate review path (in-house or committee)/liliMaintain accurate status updates and ensure proper documentation in system notes/li/ulpstrongReview Coordination (In-House Committee)/strong/pulliCoordinate and process standard architectural requests (fences, roofs, generators, solar panels, etc.)/liliFacilitate committee review workflows and ensure compliance with required timelines/liliNotify and coordinate with ARC Committees for application reviews/liliTrack committee decisions and ensure majority vote completion when applicable/li/ulpstrongDecision Management Communication/strong/pulliPrepare and issue decision letters (Approved with Conditions or Denied)/liliClearly document reasoning for all decisions/liliCommunicate outcomes to homeowners in a timely and professional manner/liliRequest additional information when required and enforce response timelines/li/ulpstrongCommittee Support Training/strong/pulliCoordinate ARC committee training sessions in partnership with Community Managers/liliDistribute training materials and support onboarding of committee members/liliAssist with scheduling and facilitating virtual training sessions (Zoom/Teams)/li/ulpstrongFee Deposit Management/strong/pulliEnsure applications are not processed until payment is received/liliVerify acceptable payment methods and compliance with policy/liliCoordinate deposit return process, including documentation and homeowner submissions/liliRoute completed requests for deposit refunds to appropriate managers/li/ulpstrongAppeals Variance Processing/strong/pulliProcess homeowner appeals submitted in writing/liliRoute appeals to Community Managers and Boards for review/liliTrack and communicate appeal outcomes to homeowners/li/ulpstrongQualifications Requirements/strong/pulliExperience with HOA or property management operations preferred/liliWorking knowledge of architectural review processes and governing documents/liliProficiency in Vantaca or similar platforms preferred/liliStrong organizational skills with the ability to manage high-volume workflows/liliExcellent written and verbal communication skills/liliAbility to manage multiple deadlines and enforce process timelines/liliDetail-oriented with strong documentation and data tracking skills/li/ulpstrongCore Competencies/strong/pulliOrganization and time management/liliAttention to detail and accuracy/liliCustomer service and communication/liliProcess adherence and accountability/liliCollaboration with internal teams and committees/li/ulpstrongWork Environment Scope/strong/pulliSupports multiple communities across Texas and Florida/liliWorks closely with Community Managers, ARC Committees, and homeowners/liliOperates within established SOPs and governing documents/li/ulpstrongPerformance Expectations/strong/pulliTimely acknowledgment and processing of all applications/liliHigh accuracy in application review and system documentation/liliConsistent adherence to deadlines and governing document requirements/liliProfessional and responsive communication with all stakeholders/li/ulpInframark is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability./p/div