ARC Coordinator

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com .

Job Description

Position Overview

The ARC Coordinator guides applicants through architectural review and coordinates implementation of committee decisions and community standards. The role administers permitting, compliance activities, meetings, financial records, and project closeout while supporting ARC leadership, reviewers, and designated staff. The Coordinator serves as a primary contact for applicants, contractors, and ARC members.

Job Duties and Responsibilities

Application Intake and Review Coordination

- Guide homeowners, design professionals, builders, and contractors through application requirements, fees, and review procedures.

- Research plats, surveys, and property-line impacts; check landscape and resource-protection requirements when required by community standards.

- Prepare Builder Packets for new construction according to established packet requirements.

- Route general permit applications and new-construction packets to committee members and reviewers; track assignments, decisions, conditions, and follow-ups.

- Prepare approval or denial letters reflecting review decisions. Issue authorized permits only after required approvals are obtained and documentation is complete.

- Meet with homeowners and contractors, upon request, to review applications.

- With a Lead Reviewer, provide orientation for first-time contractors and document their acknowledgment of architectural and construction requirements.

ARC Meetings

- Assist the ARC Chair or Co-Chairs with meeting materials and agenda preparation.

- Attend ARC meetings and present potential issues involving new submissions or ongoing new construction.

- Prepare project-status updates.

Project Records, Compliance, and Closeout

- Maintain application databases, lot files, homesite books, project logs, inspection records, correspondence, and archives.

- Coordinate inspections and signoffs, including assignments for designated project observers.

- Refer incomplete or noncompliant work to management, ARC leadership, or designated community standards staff.

- Conduct site visits for potentially noncompliant projects and coordinate appropriate action, including Stop Work Orders and compliance letters.

- Conduct observational site visits for general projects as assigned.

- Maintain records of Stop Work Orders, required notices, and open compliance matters.

- Prepare Certificates of Approval, Compliance, and Completion; obtain signatures and distribute final documents.

- Compile closeout records, prepare supporting documentation for bond or deposit return requests, and archive completed project files.

- Provide verified compliance information for property closings and related transactions.

Fees, Deposits, and Financial Records

- Collect, record, and reconcile application, road-use, ARC use, and builder bond fees, refundable construction deposits, and other approved charges under established procedures.

- Maintain spreadsheets and supporting records; investigate discrepancies with financial staff.

- Prepare reimbursement and bond-return requests, obtain approvals, and route them to the Treasurer or designated staff.

- Maintain secure digital financial records under approved retention procedures.

Requirements

Qualifications

Required Education and Experience

- Associate degree or higher.

- At least two years of experience in administrative and clerical work, data entry, and basic report writing.

- Experience coordinating concurrent applications, cases, or projects under established procedures.

- Experience maintaining records, spreadsheets, correspondence, and financial documentation.

Required Knowledge, Skills, and Abilities

- Ability to apply community covenants, architectural standards, procedures, and construction requirements.

- Ability to check plans and documents for completeness, identify discrepancies, and explain corrections.

- Customer-service orientation and ability to collaborate with a team.

- Written communication skills for minutes, decision letters, notices, reports, and correspondence.

- Proactive communication skills and knowledge of conflict-resolution techniques.

- Self-motivation, initiative, and ability to manage time and prioritize tasks.

- Judgment, discretion, initiative, and protection of confidential or sensitive records.

License and Work Requirements

- Valid North Carolina drivers license and ability to travel locally for meetings, inspections, and project activities.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.