Property Manager Administrative Assistant

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

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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

Requirements

• 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.

We are an equal opportunity employer and 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, disability status, genetic information, protected veteran status, or any other characteristic protected by law.