Administrative Assistant

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

Job summary

Townsq is seeking an Administrative Assistant to support Community Association Managers with daily administrative tasks in a Honolulu, HI office. Responsibilities include email handling, document uploads, portal postings, and processing notices and invoices.

Qualified candidates have a High School diploma or GED (Associate's degree preferred) and strong Microsoft Office skills, with 0–3 years related experience. Valid driver's license and access to a vehicle are required.

Qualifications

• Knowledge of standard office equipment and software.
• Ability to learn proprietary systems quickly and efficiently.
• Professional communication skills (phone, email, written).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and prioritization for time-critical tasks.
• High School diploma or GED required; Associate’s degree preferred.

Responsibilities

• Provide administrative support to Community Association Managers to ensure tasks are accurate, high quality, and timely.
• Send emails, upload documents, post notices to the community portal app, and file correspondence.
• Distribute Board Meeting packets and manage quorum calls, saving related documents.
• Process notices, registrations, confirmations, and invoices as directed; assist with mailouts via USPS/FedEx/UPS.
• Extract and file monthly financials, distribute via print/mail/email as directed.
• Assemble and mail annual meeting materials and maintain rosters and proxies.
• Attend Annual Meetings to register owners, tally votes, and perform duties.
• Maintain and update Board Rosters; manage Biennial Registration where required.

Skills

Professional communication

Self-motivated

Detail oriented

Team player

Time management

Education

High School diploma or GED

Associates Degree Preferred

Tools

Microsoft Office

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.

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

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.