Job: Administrative Assistant-Architectural Review

Title Administrative Assistant-Architectural Review
Categories Location: Arizona, Role: Administrative and Community Standards
Location Scottsdale, AZ
Job Information

CCMC currently has a full-time Administrative Assistant – Architectural Review position at Desert Mountain in Scottsdale, AZ!   

The Administrative Assistant – Architectural Review works in conjunction with the Administrative Manager, the Architect Consultant, and Owner Liaison in the daily operation and facilitation of the Design Review Department and under the Community Manager’s supervision. The Administrative Assistant – Architectural Review accomplishes department objectives by planning and evaluating project activities and long-term objectives. Administrative Assistant – Architectural Review’s position will enhance the department and Desert Mountain’s reputation by completing new and different requests and adding efficiency to the overall Design Review department. The Administrative Assistant – Architectural Review produces correspondence, timely follow-up letters, maintains design review files, photographs sites for compliance/historical purposes, assists walk-in customers (builders/architects/real estate agents/owners), and coordinates all department appointments. The Administrative Assistant – Architectural Review assists other office Administrators with the overall administrative functions of the DMMA offices.

The Administrative Assistant – Architectural Review will prepare Design Review Committee (DRC) Meeting materials; transcribe meeting minutes from DRC Meetings; attend meetings with builders/architects; perform website-posting notifications; update and distribute Monthly Status Reports to all stakeholders (HOA, Security, Committee, Club, Developer, Realtors); maintain tracking database on homes under review and in construction to proactively schedule required inspections, PSR’s, and follow-up letters; update DR submittal information; process and record DR monies (Submittal, Access, Construction Deposits) in excel; process, log, and coordinate requests/returns of construction deposits; collect and report miscellaneous design review income (plat copies, Design Guidelines, etc.); maintain DR lot files for each property, including PSR’s, photos, and follow-up compliance letters; box and store architectural plans; prepare submittal and pre-construction packets; participate periodically in amending;

In addition, the Administrative Assistant – Architectural Review will perform day-to-day tasks to ensure the smooth performance of the overall HOA Design Review function; review design submittals for completeness and accuracy of forms, checks, and submittals; provide customer support to Owners, Builders, and Architects by telephone, email as well as, office visit meetings with all contractors; schedule/coordinate all appointments and follow-up letters for the Design Review department and Owner Liaison by utilizing multiple Outlook calendars; notify Owners regarding homes under review by creating DR posting notification cards/Village mailboxes/Webpage notifications; DR website updates/maintenance; download design review photos/plans as required; create and update DR submittal schedule; coordinate requests/returns of home plans with Owners; coordinate requests/returns of construction deposits; review Property Status Reporting (PSR) and prepare timely follow-up letters to maintain long-term compliance objectives.

The ideal candidate will have an understanding of the home design and construction industry. Must possess a positive attitude, excellent customer service, effective communication skills, interpersonal skills, and strong organizational skills. Proficiency in MS Word, Excel, Financial software, and Outlook is highly beneficial; budgets, self-development, conflict resolution, planning, personal performance management, verbal communication, and problem-solving; ablility to interact with Architects, Builders, Designers, Real Estate Agents, Owners/prospective Owners; periodically perform onsite construction visits as needed for minor inspections (pictures, sample walls, fence removal); assist and support the Administrative Manager, Architect Consultant, and Owner Liaison with projects and support items as requested.

 Desert Mountain affords the ultimate experience in private club community living. This 8,000-acre, upscale, residential golf community offers a stunning array of custom home sites, elegant estates and courtyard homes, all set among a collection of secluded villages.  Whether showcasing world-renowned vistas, the dramatic views of gently rolling fairways or the peaks of the magnificent Sonoran mountain preserves, Desert Mountain provides an extensive array of lifestyle options for every homeowner. 

If you are interested, please email your resume to Kevin Pollock at