Onsite HOA Architectural Review Administrator (Fairbanks Ranch)

Job DetailsJob Location: Rancho Santa Fe, CA 92067Position Type: Full TimeSalary Range: $26.00 - $30.00 HourlyJob Category: ELVONS   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. RealManage is committed to providing reasonable accommodation to individuals with disabilities. If you need an accommodation to apply for this position or perform essential job functions, please contact Human Resources at hr@ciramail.com.   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   EEO & Values Statement RealManage is a values‑based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.