Property Manager Administrative Assistant

associacareers; Hawaii; On-site; USD 29,000 - 32,000; Full time

Job summary

associacareers Kona seeks a Property Manager Administrative Assistant to support Property Managers with emails, document handling, and board packet preparation. You will post notices, process faxes, file association correspondence, and manage budget imports and annual meeting materials.

Strong communication, prioritization, and organizational skills are essential to deliver accurate work on time. Requirements include a high school diploma or GED, associates degree preferred, 0–3 years related

Qualifications

• High School diploma or GED required.
• Associates degree preferred.
• 0–3 years of related or closely related experience.
• Knowledge of Microsoft Office.
• Professional communication skills (phone, interpersonal, written, verbal).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and prioritization skills.

Responsibilities

• Provide administrative support to assigned Property Managers.
• Send emails, upload documents, post notices to the community portal app, process faxes, and file correspondence in company drives as directed.
• Distribute Board Meeting packets, conduct quorum calls, and save related documents for the Property Manager.
• Obtain Board Member email responses for seminars and register for seminars; send confirmations to Board Members.
• Process PTRF/invoices and complete mailouts as directed, using USPS, Certified, FedEx, or UPS.
• Extract and file monthly financials; post to the community portal and distribute by print, mail, or email.
• Assemble the completed budget from Accounting, save and mail to homeowners.
• Receive Annual Meeting notices, prepare 75- and 45-day notice packets, assemble files, track proxies and provide quorum counts.
• Attend Annual Meetings to register owners, tally votes, and perform duties.

Skills

Communication skills

Multitasking

Organization

Time management

Professional communication

Self-motivation

Team player

Learning ability

Education

High school diploma or GED

Associates degree

Tools

Microsoft Office

Job description

The Property Manager Administrative Assistant (KONA) provides administrative support to assigned Property 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 Property Manager. Distribute Board Meeting packets, conduct Board Meeting quorum calls, and save related documents as requested by the Property 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 Property 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 Property Manager. Process Condominium Association Biennial Registration every odd year for assigned Property Managers. Perform other duties as required. Access to a vehicle is required.

Salary Range:

$21-$23 per hour

• Knowledge of general 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
• Typical office environment
• Need to lift and carry up to 35 lbs.