Assistant Property Coordinator (HOA Operations)- Freelance, Remote
Department: Specialized Roles
Employment Type: Part Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description
About the Client
Our client operates in the community association and property management space, supporting homeowners' associations (HOAs) with board relations, community operations, meetings, elections, and administrative coordination. The business works with HOA Boards of Directors to keep community matters organized, ensure important decisions and deadlines are addressed, and maintain clear communication with stakeholders. The team needs a confident, proactive professional who can manage competing priorities, lead structured discussions, and keep community operations moving forward.
Why does this role exist?
The client needs an assertive and highly organized Assistant Property Manager to support multiple HOAs and serve as a primary point of contact for their Boards of Directors. This person will lead meetings, coordinate HOA elections, follow up on decisions and deadlines, and address community needs with minimal supervision. Success requires someone who communicates confidently, remains composed under pressure, and can hold others accountable while maintaining professional relationships.
The Impact you’ll make
HOA and Board Relationship Management
- Serve as a primary point of contact for assigned HOA Boards of Directors.
- Manage board communications and maintain professional working relationships with board members.
- Respond to community and board needs, coordinate follow-ups, and ensure outstanding matters continue moving forward.
- Communicate expectations clearly and address delays, unresolved tasks, and missed deadlines directly.
Meeting Planning and Leadership
- Schedule and prepare HOA board meetings, including coordinating logistics and distributing relevant materials.
- Develop meeting agendas and ensure discussions remain focused and productive.
- Lead meetings confidently, manage challenging discussions, and redirect conversations when necessary.
- Document decisions, action items, and assigned responsibilities.
- Follow up with board members and other stakeholders to ensure agreed-upon actions are completed.
HOA Election Administration
- Coordinate HOA elections from preparation through completion.
- Manage election notices, ballots, timelines, and result documentation.
- Track election deadlines and ensure required steps are completed in accordance with the applicable HOA procedures and governing requirements.
- Communicate election instructions and updates clearly to relevant stakeholders.
Community Operations and Follow-Through
- Identify what each community needs and take initiative to move outstanding matters forward.
- Monitor open tasks, deadlines, and commitments across multiple HOAs.
- Follow up persistently with board members and other stakeholders without waiting for reminders.
- Recognize operational roadblocks, determine practical next steps, and escalate matters requiring approval or specialized guidance.
- Maintain organized records and clear communication across assigned communities.
Skills, Knowledge and Expertise
Required
- Demonstrated ability to organize and lead structured meetings, manage discussions, and keep participants focused.
- Experience coordinating or administering elections, including notices, ballots, timelines, and results.
- Strong spoken English, with clear and confident communication suitable for meetings with U.S. homeowners and board members.
- Assertive communication skills, including the ability to address disagreements, push back professionally, and hold stakeholders accountable.
- Proven ability to manage competing responsibilities, chase deadlines, and work independently without constant direction.
Your superpowers are...
- Confident leadership: You can lead meetings, direct discussions, and keep conversations productive.
- Assertive communication: You speak clearly, address concerns directly, and push back professionally when needed.
- Strong follow-through: You track commitments, chase deadlines, and hold stakeholders accountable without waiting to be reminded.
- Composure under pressure: You remain calm and credible when dealing with complaints, difficult personalities, or challenging questions.
- Resourcefulness: You take initiative, find practical solutions, and figure out what needs to happen next.
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You are comfortable being the person who leads a meeting rather than simply taking notes.
- You can communicate directly with board members and handle disagreement without becoming defensive.
- You take ownership of deadlines, follow-ups, and unresolved issues.
- You can organize meetings and elections while managing several communities at once.
- You bring a proactive, solution-oriented mindset and can work independently.
- Experience in HOA management, property management, or other board-facing roles is a plus.
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 20 hours per week
- M-F 10am - 2pm US Time
Compensation:
- $7 per hour
- No benefits package included
Benefits
— Sarah J.
·
Marketing Manager
★★★★★
Verified
