[Hiring] Property Management Project Coordinator @HireLATAM

Role Description

Our Client is seeking a highly organized, proactive Remote Property Management Project Coordinator / Virtual Assistant to oversee community projects and manage administrative operations. Reporting to property management leadership, this position manages HOA initiatives from initiation through completion—tracking project timelines, coordinating with field vendors and contractors, chasing estimates, and maintaining real-time status records. Additionally, this role provides key administrative support, including drafting HOA board meeting materials, completing state conveyance forms, and organizing digital property records.

Key Responsibilities

• HOA Project Coordination & Vendor Oversight
  • Coordinates and tracks multiple projects across various HOA communities from initial scope through final completion.
  • Monitors project timelines, milestones, deliverables, and outstanding action items to ensure all community initiatives stay on schedule.
  • Interfaces directly with vendors, contractors, trade specialists, property managers, and community stakeholders to facilitate smooth project execution.
  • Executes continuous follow-up cadences on pending tasks, bids, contractor estimates, approvals, and deliverables, ensuring no project stalls.
  • Monitors on-site project progress, identifies potential operational bottlenecks, and proactively escalates risks to property managers.
  • Maintains organized project documentation, status tracking logs, schedules, and complete communication records across digital platforms.
  • Delivers clear, regular status updates regarding project milestones, outstanding deliverables, and potential roadblocks.
• Administrative Support & HOA Compliance
  • Prepares draft meeting packages, board agendas, executive summaries, and supporting documentation for HOA board meetings.
  • Completes state conveyance forms, transfer document sets, and official property-related filings accurately.
  • Maintains, categorizes, and updates digital filing systems, master property records, and administrative databases.
  • Supports the generation of operational reports, formal correspondence, and vendor task summaries for management review.
  • Executes general operational follow-ups and administrative workflows within established deadlines.

Qualifications

• 2+ years of experience in project coordination, virtual assistance, administrative operations, or executive support.
• Practical experience or exposure to property management, HOA administration, real estate operations, or facility maintenance is strongly preferred.
• Proven track record of independently managing multiple projects simultaneously, driving deliverables forward without requiring line-by-line oversight.
• Strong professional communication skills to negotiate schedules, clarify scopes, and follow up with contractors, vendors, and community managers.
• Proficiency with Google Workspace, Microsoft Office 365 (Excel, Word, Docs, Sheets), and digital project management software (Asana, Trello, ClickUp, or similar platforms).
• Meticulous accuracy when completing regulatory forms, state conveyance documentation, and board meeting packages.
• Native-level written and spoken English proficiency to interact seamlessly with US property managers, vendors, and board members.
• Full availability to work a structured 4-day full-time schedule (Monday – Thursday, 7:00 AM – 5:00 PM US time).
• High-performance computer setup, HD webcam, noise-canceling headset, and enterprise-grade high-speed internet connection in a quiet workspace.

Preferred Qualifications

• Prior experience specifically supporting US Homeowners Associations (HOAs), Condominium Boards, or Property Management Companies.
• Experience handling legal/state real estate forms, transfer disclosures, or conveyance documentation.

Application Disclaimer

• To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.
• Video Recording is REQUIRED. Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.
• Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role.
• To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications.
• All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.