Property Manager Administrative Assistant

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

Job summary

townsqcareers in Hawaii seeks a Property Manager Administrative Assistant (KONA) to provide essential administrative support to Property Managers, handling emails, documents, and scheduling with accuracy and timeliness.

The role requires strong communication, organizational skills, and the ability to prioritize, multitask, and lift up to 35 lbs; duties include preparing notices, packets, and board materials, coordinating meetings, and filings.

Qualifications

• Strong communication via phone and email.
• Proficiency with general office equipment and Microsoft Office.
• Ability to learn proprietary systems quickly.
• Professional communication skills (phone, interpersonal, written, verbal).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and prioritization skills.
• 0–3 years of related or closely related experience.
• High school diploma or GED required; associates degree preferred.
• Must be able to lift up to 35 lbs.

Responsibilities

• Send emails, upload documents, post notices to the community portal app, and file correspondence.
• Distribute Board Meeting packets and save related documents.
• Obtain Board Member email responses and register for seminars and send confirmations.
• Process mailouts using USPS, Certified, FedEx, or UPS.
• Extract and file monthly financials and distribute via print, mail, or email.
• Assemble the budget from Accounting and mail to homeowners.
• Prepare annual meeting notices and proxies and track quorum counts.
• Attend Annual Meetings to register owners and tally votes.
• Maintain Board Rosters and update interim changes.
• Process Condominium Association Biennial Registration every odd year.
• General duties as required.
• Access to a vehicle is required.

Skills

Professional communication

Time management

Multitasking

Detail oriented

Self-motivated

Team player

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

Qualifications and Experience

• 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.