Design Review Coordinator

Description

The Design Review Coordinator provides administrative and architectural review support for the Kiawah Island Community Association’s Design Review functions. This position ensures that all applications for improvements, construction, and exterior projects within the community are received, distributed, and reviewed in accordance with the Association’s governing documents, design guidelines and tracking projects through final inspection.

This role supports the day-to-day operations of the Design Review Department and serves as the first point of contact for architects, designers, contractors, and KICA Members. This position works closely with the Director of Design Review and the Design Review Board and the inspection process.

Design Review Administration:

• Support the Association’s design review process, including application intake, review coordination, approvals and communications with applicants.
• Receive all submittals and payments, and check against the published submission requirements before submittals moves to review.
• Maintain accurate records in the Association’s application tracking system from intake through final inspection so status, conditions, and decisions are always current.
• Sort applications into the correct category and review track under the Director’s guidance.
• Route applications to consulting professionals when engaged by the Director and log their written findings.
• Review plans against community design guidelines to ensure aesthetic conformance to Kiawah’s Design Standards.
• Ensure smooth transition with current external ARB staff and learn the existing approval workflow to carry forward into the Design Review Department.

Department Support:

• Follow and help refine the operational procedures for timely and professional handling of design review applications.
• Maintain accurate records of applications, approvals, and decisions, and update property records after every decision, revision, inspection, and close-out.
• Prepare membership disclosures of Association Design Review activities posted to the Association website.
• Work with the communications department for Design Review website material.
• Maintain forms, checklists, web content, and produce monthly volume and turnaround reports.
• Track application fees, deposits, permits, and other revenue associated with design review activities in coordination with the Association’s Financial Controls.
• Support the Director in operating the department in accordance with KICA policies and within approved budgets.

Compliance and Documentation:

• Coordinate with the Association’s livability staff regarding violations of architectural standards and close-out inspections.
• Track approved plans, conditions of approval, and Notices to Proceed so that approved plans are followed from construction through final inspection.
• Schedule site visits and inspections and assist with site photos and field documentation.
• Maintain clear separation between application review records and enforcement records where required by Association policy.

Design Review Governance:

• Balance multiple review layers and processes.
• Provide staff support to the Design Review Board and the Association’s design advisory committee.
• Coordinate meeting agendas, materials, and supporting documentation, send notices, and meet posting deadlines.
• Build the presentation for each Design Review Board meeting, including drawings, site photos, and staff notes for every agenda item.
• Set up all meeting spaces for Design Review and run presentation equipment.
• Take meeting minutes and draft decision letters and conditions of approval for the Director’s signature.

Member Communication:

• Serve as the first point of contact for KICA Members and their contracted…