Assistant Property Coordinator - HOA Operations
About the job
- 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.
- A reliable internet connection and a quiet, dedicated workspace at home.
- A computer with at least 8 GB of RAM and an Intel Core i5 or AMD Ryzen 5 processor or higher, a noise-cancelling headset with an extended microphone, a webcam, and backup computer and internet connection.
- 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.
- 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.
- 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 applicable HOA procedures and governing requirements.
- Communicate election instructions and updates clearly to relevant stakeholders.
- 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.
- Experience in HOA management, property management, or other board-facing roles.
About the company
Magic delivers on-demand virtual assistant services tailored to businesses. It operates on a subscription model where clients pay for the hours worked by virtual assistants, with 24/7 support and custom solutions designed to streamline operations and boost productivity. The service works by clients subscribing to a plan, assigning tasks to VAs who handle the workload within agreed hours, and incurring additional charges for specialized tasks or services. A referral program rewards clients with cash or service credits for successful introductions. Compared to competitors, Magic emphasizes continuous availability, customized task handling for different business needs, and a straightforward hourly-based pricing structure that scales from startups to large enterprises. The overarching goal is to help clients run operations more smoothly and efficiently while building long-term relationships through ongoing subscriptions and referrals.
Company Size
1,001-5,000
Company Stage
Series A
Total Funding
$39.1M
Headquarters
San Francisco, California
Founded
2015
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Simplify's Take
What believers are saying
- Magic's official site shows 2M tasks completed this year, proving active demand.
- Magic serves busy professionals globally with 24/7 coverage, expanding addressable enterprise usage.
- Human-in-the-loop work supports AI training, moderation, and transcription as durable revenue streams.
What critics are saying
- Upwork and Fiverr commoditize remote labor pricing, squeezing Magic's margins by 2026.
- If AI agents automate inboxes and scheduling, Magic's core labor model collapses within years.
- Client trust breaks instantly if assistant quality slips, because Magic sells reliability, not software.
What makes Magic unique
- Magic launched in 2015 from NASA Ames Research Center.
- Magic offers 24/7 worldwide on-demand assistants and dedicated executive assistants.
- Magic claims 750,000 assistants interviewed and 2M tasks completed this year.
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Benefits
- Remote Work Options