What are the responsibilities and job description for the Membership Meeting Coordinator position at City Property Management?
About Us: City Property Management ( http://www.cityproperty.com ) is an Arizona born and raised company that is a leader in full-service HOA management with innovative technology and a stellar team to match. With more than 40 years in the business and over 150 full time employees, we pride ourselves on providing the best HOA management experience possible. We work hard for the communities we serve and it shows. With paid training and a supportive team environment, you can have confidence that your investment with us is more than a job, it is a career.
Mission: The mission of City Property Management is to provide the best experience in community management.
Our Core Values
Professionalism
Engagement
Knowledge
Humility
Client Centric
Trust
Flexibility
Teamwork
Diligent
Fun, Fair & Respectful
The Membership Meeting Coordinator orchestrates HOA membership meetings and elections while ensuring compliance with governing documents. This role guides homeowners through elections, onboards new board members, and manages the board portal system. The ideal candidate combines excellent communication skills with meticulous attention to detail, fostering positive relationships in a fast-paced property management environment.
Duties and Responsibilities
- Train and onboard new board members in the board portal
- Demonstrate expert understanding of board portal navigation
- Conduct virtual training sessions for board members on portal operation
- Comply with Corporate Transparency Act (CTA) using provided software
- Read and understand governing documents
- Schedule and conduct prep meetings with managers
- Set up meetings in CityCync, including:
- Adding relevant dates
- Inputting board terms for election
- Including additional voting items
- Prepare and mail Solicitation of Candidates, adding to CityCync mailer system
- Process candidate information and resumes in the annual meeting system
- Establish relationships with prospective board members
- Confirm candidate eligibility according to governing documents
- Prepare and mail meeting notices, adding to CityCync mailer system
- Manage voting rights suspensions based on delinquency and violation history (if required)
- Process absentee ballots
- Prepare meeting materials for community managers
- Attend meetings as needed
- Update board member information and send welcome emails to new members
- Follow up on voted items, ensuring proper documentation
- Scan and upload meeting documents to CityCync
- Close meetings in the system
Skills and Requirements
- High school diploma
- Excellent verbal and written communication skills
- Proficiency in computer systems, email, and calendar management
- Ability to establish and maintain positive working relationships with employees, clients, and the general public
- Ability to maintain confidentiality of privileged information
- Capacity to work independently and meet strict deadlines
- Punctuality
- Ability to type at least 50 words per minute
- Experience in compliance preferred
- Experience in HOA management preferred
Perks & Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Paid federal holidays
- Professional development assistance
- Employee referral program
Pay
- $22 - $24 / hour
Salary : $22 - $24
