Community Association Admin & Meetings Coordinator

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

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.