Architectural Review & Compliance Coordinator

0The Architectural Review & Compliance Coordinator supports the Architectural Review Committee (ARC) or Architectural Review Board (ARB) and HOA management in administering architectural review applications, enforcing the community’s architectural standards, and monitoring compliance. This role is focused on the day-to-day coordination, documentation, communication, and follow-through necessary to maintain consistent architectural and compliance standards throughout the community.

Key Responsibilities

Manage Architectural Review Applications

• Coordinate and administer homeowner applications for new home construction and exterior modifications, including paint colors, fencing, landscaping, structural additions, roofing, and other improvements.
• Review submissions for completeness and compliance with established architectural guidelines.
• Prepare complete application packets and supporting documentation for committee consideration.
• Track application status, revisions, approvals, denials, and conditions of approval.

Support Committee Operations

• Coordinate ARB/ARC meetings, agendas, application materials, and follow-up items.
• Ensure committee members have the information and documentation needed to conduct timely and consistent reviews.
• Document committee decisions and ensure required follow-up actions are completed.

Monitor Architectural Compliance

• Conduct or coordinate weekly property inspections to identify potential violations of architectural standards, including unauthorized modifications, unapproved materials, violations of new-build requirements, parking guidelines, and other applicable community standards.
• Document inspection findings with detailed notes and photographs.
• Maintain accurate records of compliance matters and follow-up activities.

Coordinate Compliance Activities with Management

• Work closely with the HOA Manager to track violations, homeowner communications, notices, deadlines, and required follow-up.
• Assist with ensuring compliance matters are handled consistently and in accordance with governing documents and established procedures.
• Track the status of outstanding violations and assist with escalation or additional action as directed by management.

Coordinate Vendors and Inspections

• Assist with scheduling and coordinating inspections, site visits, contractors, consultants, and other service providers as needed to support architectural review and compliance activities.
• Coordinate access, documentation, scheduling, and follow-up related to inspections and site visits.

Maintain Records and Tracking Systems

• Maintain organized records of architectural applications, approvals, denials, inspection reports, violations, correspondence, photographs, and compliance actions.
• Ensure records are accurate, current, confidential, and readily accessible to management and the committee.
• Maintain tracking systems for applications, violations, inspections, deadlines, and follow-up activities.

Communicate with Homeowners

• Respond to homeowner questions regarding architectural applications, requirements, timelines, and compliance procedures.
• Provide clear guidance regarding submission requirements and help homeowners understand the community’s architectural standards and applicable procedures.
• Communicate professionally and consistently with homeowners regarding application status, required revisions, approvals, and compliance matters.

Track Deadlines and Follow-Up

• Monitor application deadlines, requested revisions, approval conditions, violation response periods, and follow-up inspections to ensure matters move forward efficiently and consistently.
• Track new home build timelines and completion requirements.
• Follow up on outstanding items to help ensure established deadlines and requirements are met.

Prepare Reports and Management Updates

• Compile application activity, compliance trends, outstanding violations, inspection results, and other relevant information for management and committee review.
• Provide accurate updates regarding pending applications, compliance matters, deadlines, and follow-up activities.

Required Skills & Qualifications

• Knowledge of architectural design principles, HOA operations, and community association compliance practices.
• Strong organizational skills and attention to detail, with the ability to manage multiple applications, compliance matters, and deadlines simultaneously.
• Ability to work independently, prioritize responsibilities, and follow established policies and procedures.
• Familiarity with permitting, architectural review, inspection, and compliance processes.
• Strong customer service and communication skills when interacting with homeowners, committee members, management, vendors, and contractors.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Adobe, document management, and Zoom, including the ability to compile professional application packets.
• Ability to maintain accurate, confidential, and well-organized records.
• Strong judgment and professionalism when handling confidential homeowner concerns and compliance matters.

Education & Experience

• HOA or community association management experience strongly preferred.
• Architectural, construction, property management, planning, paralegal, or related background preferred.
• Minimum of two years of demonstrated experience in architectural review, compliance, community association management, property management, construction, planning, or a related field.

Helpful Experience

Particularly valuable is experience involving:

• Document management and maintaining detailed records.
• Interpreting governing documents, architectural guidelines, policies, procedures, or legal requirements.
• Tracking deadlines and managing multiple matters simultaneously.
• Preparing professional correspondence, notices, reports, and compliance documentation.
• Working with contracts, policies, procedures, notices, or other compliance-related documentation.
• Working in a professional administrative, property management, legal, construction, architectural, or community association environment.
• Coordinating meetings, maintaining case or project files, and communicating with multiple stakeholders.

Core Focus of the Role

This position is primarily responsible for administrative coordination, compliance tracking, architectural review support, homeowner communication, documentation, and follow-through. The Coordinator works closely with HOA management and the Architectural Review Committee to ensure applications and compliance matters are handled efficiently, consistently, and in accordance with the community’s governing documents and established procedures.

Community Association Services, established in 1976, specializes in the management of condo association, town-home, and homeowner associations in many regions of North Carolina. CAS has been awarded the Accredited Association Management Company (AAMC) by the Community Associations Institute. This accreditation is the only national recognition awarded to HOA management companies.