Administrative Assistant Supervisor - Community Association Management

TOUCHSTONE PROPERTIES LTD; Honolulu (HI); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k

Paid time off

Company holidays

Professional training and development

Advancement opportunities

Team-oriented work environment

Job summary

Touchstone Properties, Ltd. is seeking an Administrative Assistant Supervisor in Honolulu, HI. The role supports a team managing community associations, handling board packets, notices, budgets, and meeting logistics.

Ideal candidates are organized, dependable, and able to work as part of a collaborative office. Requires strong Microsoft Office skills, good communication, and willingness to attend occasional evening meetings.

Qualifications

• High school diploma or GED required.
• Associate degree preferred.

Responsibilities

• Send emails, prepare board packets, and organize association correspondence.
• Prepare and distribute Board meeting packets and maintain related documents.
• Retrieve and organize monthly financial statements and distribute to homeowners.
• Assemble annual meeting materials and proxy tracking.
• Attend annual meetings to register owners and tally votes.
• Provide professional support to Community Association Managers and homeowners.

Skills

Organizational skills

Written and verbal communication

Time management

Detail-oriented

Team collaboration

Independent work

Education

High school diploma or GED

Associate degree preferred

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

About Touchstone Properties

Work Schedule: Monday–Friday, with occasional evening attendance at association annual meetings mainly during Annual Meeting Season (February-May)

Transportation: Reliable access to a vehicle is required

Location: Honolulu, Hawaiʻi

Pay: $18.00–$28.00 per hour

Job Type: Full-time

Work Schedule: Monday–Friday, with occasional evening attendance at association annual meetings mainly during Annual Meeting Season (February-May)

Transportation: Reliable access to a vehicle is required

About Touchstone Properties

Touchstone Properties, Ltd., AAMC has served community associations throughout Hawaiʻi since 1990. We believe excellent management begins with personal service—supporting one board member, owner, and resident at a time with clear information, reliable follow-through, and genuine care.

We are proud to have many long‑term employees and to provide opportunities for team members to learn, take on new responsibilities, and grow within the company. If you are organized, dependable, and interested in building a career in community association management, we would love to meet you.

Position Summary

The Administrative Assistant Supervisor reports to the Office Manager and supports the administrative team who have assigned Community Association Managers and helps ensure that important association tasks are completed accurately, professionally, and on time.

This position is ideal for someone who communicates well by phone and email, stays organized while managing multiple deadlines, and enjoys being part of a collaborative team.

Essential Duties

Responsibilities include, but are not limited to:

• Send emails, builds board packets, completes violation letters, upload documents, post community notices, and organize association correspondence in company shared drives.
• Prepare and distribute Board meeting packets, conduct quorum calls, and maintain meeting-related documents.
• Retrieve and organize monthly financial statements, upload them to the community portal, and distribute them by mail or email as directed.
• Assemble completed association budgets and prepare them for distribution to homeowners.
• Prepare annual meeting materials, including 75-day and 45-day notices, meeting programs, association folders, and proxy tracking.
• Attend scheduled annual meetings to register owners, tally votes, monitor quorum, and provide other meeting support.
• Maintain accurate Board rosters and update interim changes.
• Process biennial condominium association registrations during applicable filing years.
• Provide responsive, professional support to Community Association Managers, Board members, homeowners, vendors, and coworkers.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or GED required.
• Associate degree preferred.
• Zero to three years of administrative, office, customer‑service, property‑management, or closely related experience.
• Working knowledge of Microsoft Office, including Outlook, Word, and Excel.
• Comfortable using standard office equipment, including copiers, scanners, fax systems, and multi‑line phones.
• Ability to learn new software and proprietary systems quickly.
• Strong written, verbal, telephone, and interpersonal communication skills.
• Excellent organization, time‑management, and deadline‑prioritization skills.
• Detail‑oriented, proactive, dependable, and self‑motivated.
• Ability to work both independently and collaboratively.
• Reliable access to a vehicle for business‑related errands and meetings.
• Ability to attend occasional evening association meetings.

Compensation and Benefits

The anticipated pay range is $18.00–$28.00 per hour, depending on relevant experience, industry experience, referrals, education, skills, and qualifications.

Eligible employees may receive:

• Medical, dental, and vision insurance
• Paid time off and company holidays including State Holidays approximately 11-12 per year
• Retirement plan 401k
• Professional training and development
• Opportunities for advancement within the company
• Supportive, team‑oriented work environment

Benefit eligibility, coverage, and waiting periods are governed by the applicable plan documents and company policies.

Our Hiring Process

Qualified candidates may be invited to participate in the following process:

• Application and résumé review
• Initial telephone or virtual conversation
• In‑person interview with the hiring team
• Reference and/or background review, when applicable
• Written employment offer and onboarding

The process may vary depending on business needs. Touchstone Properties will communicate directly with candidates selected to move forward.

Applicant Privacy Notice

Information submitted during the application and hiring process will be used to evaluate qualifications, communicate with applicants, conduct permitted pre‑employment reviews, and meet legal or business requirements. Applicant information will be accessible only to individuals involved in recruiting, hiring, human resources, legal compliance, or authorized service providers with a legitimate business need.

Application information will be maintained and disposed of in accordance with applicable laws and company record‑retention practices. Applicants should not include sensitive personal information—such as Social Security numbers, banking information, or medical records—in their résumé or initial application.

Equal Employment Opportunity

Touchstone Properties, Ltd. is an equal opportunity employer. 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, ancestry, disability, genetic information, protected veteran status, or any other characteristic protected by applicable law.