Property Manager Admin Assistant: Board, Budgets & Portals

Associa; Kailua (HI); On-site; USD 29,000 - 32,000; Full time

Job summary

Associa in Kailua, Hawaii seeks a Property Manager Administrative Assistant to support assigned Property Managers with high-quality, on-time administrative tasks. The role emphasizes strong communication, organization, and prioritization in a busy community management office.

Responsibilities include handling emails, filing, distributing board packets, coordinating seminars and notices, processing invoices, and assisting with annual meetings.

Qualifications

• High School diploma or GED required.
• Associates degree preferred.
• 0–3 years of related experience.
• Proficient with general office equipment.
• Knowledge of Microsoft Office.
• Ability to lift up to 35 lbs.
• Professional communication skills.
• Time management and prioritization.
• Team player in a typical office environment.

Responsibilities

• Provide administrative support to assigned Property Managers and manage tasks.
• Send emails, upload documents, post notices to portal, process faxes, and file correspondence.
• Distribute Board Meeting packets and conduct quorum calls.
• Register for seminars, send confirmations, and process invoices.
• Handle mailouts via USPS, Certified, FedEx, or UPS.
• Extract and file monthly financials and distribute via print, mail or email.
• Assemble and mail annual meeting materials and track proxies.
• Attend Annual Meetings to register owners and tally votes.
• Maintain Board Rosters and update interim changes.
• Process Biennial Registration every odd year.
• Access to a vehicle is required.

Skills

Office equipment

Professional communication

Time management

Self-motivated

Team player

Education

High School diploma or GED

Associates Degree preferred

Tools

Microsoft Office

Job description

Associa in Kailua, Hawaii seeks a Property Manager Administrative Assistant to support assigned Property Managers with high-quality, on-time administrative tasks. The role emphasizes strong communication, organization, and prioritization in a busy community management office.

Responsibilities include handling emails, filing, distributing board packets, coordinating seminars and notices, processing invoices, and assisting with annual meetings.