[Hiring] Assistant Property Coordinator @Magic, Inc

Role Description

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.

Responsibilities

• 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.

Qualifications

• 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.

Requirements

• 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.

Benefits

• 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.