Architectural Control Specialist

Job Description

Position Overview

The Architectural Control Specialist provides administrative and operational support for the architectural review process across multiple homeowners associations. This position is responsible for coordinating Architectural Control Committee (ACC) applications, maintaining architectural records, communicating with homeowners and Board Members, supporting compliance with governing documents, and ensuring timely processing of architectural modification requests while delivering exceptional customer service.

The Architectural Control Specialist utilizes CINC Systems and Microsoft Office applications to manage application workflows, maintain accurate records, coordinate communications, and support community architectural standards.

Core Responsibilities

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• Administer and coordinate the Architectural Control Committee (ACC) review process for multiple homeowners associations, ensuring applications are complete, accurate, and processed within required timelines.
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• Review, process, and maintain architectural applications, supporting documentation, approvals, denials, correspondence, and related records.
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• Process and manage architectural requests within CINC Systems while maintaining accurate electronic records and application status updates.
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• Communicate with homeowners regarding architectural guidelines, application requirements, approval decisions, and governing document standards.
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• Coordinate with Board Members, Architectural Control Committee members, homeowners, and internal departments to facilitate timely application reviews and decisions.
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• Prepare and distribute architectural correspondence, compliance communications, and related documentation.
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• Maintain organized digital records, track application-related documentation, and support special projects and administrative assignments as directed.
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• Provide coverage for front office operations, including receptionist responsibilities as assigned.
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• Maintain confidentiality of homeowner, community, and company information.
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• Provide exceptional customer service to homeowners, Board Members, Architectural Control Committee members, and business partners.
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• Maintain compliance with company policies, governing documents, and applicable regulations.
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• Perform additional administrative and operational duties as assigned.
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Qualifications

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• High school diploma or equivalent required.
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• Minimum of 2 years of administrative, customer service, community association, or related experience preferred.
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• Experience with HOA, condominium, community association, architectural review, or compliance administration preferred.
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• Experience with CINC Systems or similar property management software preferred.
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• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, and PowerPoint).
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• Excellent organizational and time management skills with the ability to manage multiple communities, priorities, and deadlines.
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• Strong written, verbal, and interpersonal communication skills.
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• Ability to prepare professional correspondence and maintain accurate records.
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• Strong customer service skills with the ability to interact professionally with homeowners, Board Members, committee members, and staff.
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• Ability to maintain confidentiality and exercise sound professional judgment.
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• Ability to work independently and as part of a team in a fast-paced environment.
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Key Skills

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• Architectural Review Administration
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• Community Association Administration
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• Customer Service
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• Homeowner Relations
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• ACC Application Processing
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• Document & Records Management
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• Compliance Administration
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• Board & Committee Coordination
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• Written & Verbal Communication
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• Organization & Time Management
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• Data Entry & Recordkeeping
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• Problem Solving
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• Attention to Detail
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• Microsoft Office Suite
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• CINC Systems
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• Professionalism & Confidentiality
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• Team Collaboration
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• Administrative Support
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Work Requirements

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• Ability to sit, stand, and work on a computer for extended periods.
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• Ability to communicate effectively by phone, email, and in person.
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• Ability to perform routine filing, document management, and office-related administrative tasks.
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• Ability to manage multiple deadlines and priorities while maintaining accuracy.
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• Frequent interaction with homeowners, Board Members, committee members, and community representatives.
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• Full-time onsite attendance required.
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