Administrative Assistant

Associa; Honolulu (HI); On-site; USD 25,000 - 30,000; Full time

Job summary

Associa is hiring an Administrative Assistant to provide essential support to Community Association Managers. The role emphasizes strong communication, multitasking, and meticulous organization to ensure tasks are completed on time.

The position involves handling emails, document processing, meeting materials, and filing, with access to a company vehicle required. Knowledge of Microsoft Office and ability to learn proprietary systems are essential.

Qualifications

• High School diploma or GED required.
• Associates Degree preferred.
• 0–3 years of related experience.
• Knowledge of general office equipment and Microsoft Office.
• Ability to learn proprietary systems quickly.

Responsibilities

• Send emails, upload documents, post notices to the community portal app, process faxes, and file association correspondence into company shared drives.
• Distribute Board Meeting packets and save related documents as requested by the Community Association Manager.
• Obtain Board Member email responses for seminars and process invoices.
• Complete mailouts using USPS, Certified, FedEx, or UPS as directed.
• Extract and file monthly financials and assemble the annual budget packets.
• Attend Annual Meetings to register owners and tally votes; maintain rosters.
• Process Biennial Registration and perform other duties as required.
• Access to a vehicle is required.

Skills

General office equipment

Microsoft Office

Proprietary systems

Communication skills

Time management

Team player

Detail oriented

Education

High School diploma or GED

Associates Degree preferred

Tools

Microsoft Office

Proprietary systems

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Administrative Assistant provides administrative support to assigned Community Association Managers, ensuring tasks are completed accurately, delivered with high quality, and on time. The role requires strong communication skills (phone and email), the ability to prioritize and multitask effectively, and exceptional organizational skills.

Duties include but are not limited to

• Send emails, upload documents, post notices to the community portal app, process faxes, and file association correspondence into company shared drives as directed by the Community Association Manager.
• Distribute Board Meeting packets, conduct Board Meeting quorum calls, and save related documents as requested by the Community Association Manager.
• Obtain Board Member email responses for seminars, register for respective seminars, send confirmation emails to Board Members, and copy the Property Manager; process PTRF/invoices.
• Complete all mailouts as directed by the Community Association Manager (printing, stuffing, posting) using USPS, Certified, FedEx, or UPS, as per instructions.
• Extract and file monthly financials from the shared drive, post to the community portal app, and distribute via print, mail, or email as directed by the Property Manager.
• Assemble the completed budget from Accounting, save, print, and mail to homeowners.
• Receive the Association Annual Meeting Notice from the Property Manager, prepare 75- and 45-day notice packets, assemble Annual Meeting Program files, and prepare association folders; track all proxies and provide quorum counts to the Property Manager.
• Attend Annual Meetings as scheduled to register owners, tally votes, and perform other Annual Meeting duties.
• Maintain Board Rosters by receiving and updating interim changes from the Community Association Manager.
• Process Condominium Association Biennial Registration every odd year for assigned Community Association Manager.
• Perform other duties as required.
• Access to a vehicle is required.

Salary Range

$18.00 - $22.00 per hour

Requirements

Knowledgeofgeneral office equipment(copier, fax, phone systems, etc.).

• Knowledge of Microsoft Office
• Ability to learn and utilize proprietary systems quickly and efficiently
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School diploma or GED Required
• Associates Degree Preferred
• 0 – 3 years of directly related or closely related experience

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.