Remote Compliance & Filings Coordinator

Outsourced Global Staff; Philippines; On-site; PHP 360,000 - 600,000; Full time

Job summary

Outsourced Global Staff is seeking a Compliance Coordinator to organize deadlines, filings, and follow-ups for homeowner associations. You will work with community managers, CPAs, vendors, and internal teams to ensure tasks stay on track.

The role emphasizes accuracy, clear written English, and professional communication with U.S.-based managers. This home-based position requires meticulous task management across daily, weekly, monthly, and annual cycles, with priority given to audits, tax

Qualifications

• At least 5 years of US based experience in compliance, accounting support, legal support, property management, or coordination roles.
• 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
• Experience with Vantaca or another property-management platform
• Comfortable using spreadsheets, email, PDFs, shared folders, and online systems

Responsibilities

• 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.

Skills

Attention to detail

Communication skills

Organizational skills

Time management

US-based compliance experience

Tools

Microsoft Excel

Outlook

Word

Adobe Acrobat

Job description

Outsourced Global Staff is seeking a Compliance Coordinator to organize deadlines, filings, and follow-ups for homeowner associations. You will work with community managers, CPAs, vendors, and internal teams to ensure tasks stay on track.

The role emphasizes accuracy, clear written English, and professional communication with U.S.-based managers. This home-based position requires meticulous task management across daily, weekly, monthly, and annual cycles, with priority given to audits, tax