Onsite Environmental Control Committee Administrator; Fairbanks Ranch

Position Summary

The Onsite Environmental Control Committee 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.

• 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
• Assist in preparation of ECC & REC meeting agendas, packets and supporting materials
• Coordinate meetings, logistics, including scheduling, material packets, room set up, and 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
• 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, contractors, and consultants to ensure complete submittals
• Maintain digital and physical architectural records and accordance with 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
• Partner closely with Private Lot Administrator to support 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

• 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

• 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

$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