Compliance Coordinator (Home-based)

About Us:

Outsourced is a leading Philippines outsourcing company providing dedicated remote staff and offshore staffing services. We specialise in providing staff of the highest quality who will continue to exceed your expectations and provide benchmark offshore solutions to your business. With Outsourced you can scale your organisation quickly, easily and cost effectively with dedicated remote staff based in our modern offices in Manila.

Job Overview

As a Compliance Coordinator, you will help keep recurring deadlines, documents, filings, action items, and follow-ups organized and completed for homeowner associations. You'll work closely with community managers, Board members, accounting teams, CPAs, vendors, and internal departments to ensure required tasks stay on track. This role is ideal for someone who is detail-oriented, organized, and persistent with follow-ups.

This is not a legal or accounting position. We are looking for someone who is organized, dependable, detail-oriented, and comfortable managing many tasks at once. Strong written English and professional communication are especially important, as you will regularly work with U.S.-based managers, CPAs, vendors, and leadership

What You'll Do

• State Filings: Track and prepare routine association filings in California, Texas, and Utah. Maintain filing calendars, receipts, confirmations, and due dates.
• Audits & CPA Coordination: Coordinate annual audits, financial reviews, and CPA requests. Collect documents, manage signatures and approvals, upload files to CPA portals, track revisions, and ensure final reports are completed.
• Tax Coordination: Coordinate tax-return signatures, payments, extensions, and notices with Board members and CPAs. Maintain accurate records of completed items.
• Association Mailers: Review and coordinate mailing requests, prepare recipient lists, send approved packages to the fulfillment vendor, and track completion.
• Board Meetings & Minutes: Maintain the Board meeting calendar, create and monitor Meeting Minutes action items, follow up on overdue items, and complete monthly audits.
• Board Books: Create and track Board Book action items before upcoming meetings and follow up on items that may miss deadlines.
• Budget Tracking: Monitor association budgets and mailing deadlines, follow up on delayed items, and confirm completed budget packages are mailed correctly.
• New Association Setup: Set up compliance records for newly transitioned associations, verify key information, identify missing documents, and coordinate follow-up.
• Annual Meetings & SB 326: Maintain annual-meeting reminders and track applicable California SB 326 inspection records.

Qualifications

• Proven experience working for US based property management companies in compliance, accounting support, legal support, or coordination roles
• Experience with Vantaca or another property-management platform
• Experience communicating with customers, vendors, CPAs, managers, or executives
• Strong proficiency with Microsoft Excel, Outlook, Word, Adobe Acrobat, spreadsheets, shared folders, and online document-management systems.
• Experience maintaining trackers, calendars, records, filings, meeting action items, or other recurring administrative processes.
• Experience with HOA, property management, audit, tax, or corporate filing processes in the US
• Comfortable using spreadsheets, email, PDFs, shared folders, and online systems

What Makes Someone Successful

• Highly organized, dependable, and detail-oriented
• Careful with names, dates, documents, and association information
• Comfortable asking questions instead of guessing
• Persistent and professional when following up
• Able to recognize when a deadline is at risk
• Good at documenting completed and outstanding work
• Comfortable handling multiple daily, monthly, and annual processes
• Able to maintain confidentiality with financial and association records
• Ability to manage multiple deadlines and open assignments

Workload

The role includes daily, weekly, monthly, and annual responsibilities. Daily work includes monitoring requests and communications and following up on open items. Monthly work includes filings, taxes, Board calendars, Meeting Minutes, Board Books, and budgets.

Audit, review, and CPA work is typically heavier from October through February, with additional mailer activity during the spring.

Work Schedule: Monday - Friday, 9:00 PM - 6:00 AM OR 11:00 PM – 8:00 AM Manila Time

Work Setup: Home-based

• Must have at least 50mbps for both download and upload speed

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

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