Property Manager Administrative Assistant

Associa; Kailua (HI); On-site; USD 28,929 - 31,684; Full time

Job summary

Associa is seeking a Property Manager Administrative Assistant in Kailua, Hawaii, to provide essential administrative support to Property Managers. Responsibilities include managing correspondence, organizing documents, and assisting with Board meetings.

The ideal candidate should possess professional communication skills, be self-motivated, and have a strong attention to detail. Knowledge of Microsoft Office is required, and access to a vehicle is mandatory for this role.

Salary ranges from $21 to $23 per hour based on experience.

Qualifications

• Knowledge of general office equipment (copier, fax, phone systems).
• Ability to learn proprietary systems quickly.
• 0 – 3 years of directly related or closely related experience.

Responsibilities

• Provide administrative support to Property Managers.
• Distribute Board Meeting packets and documents.
• Access to a vehicle is required.

Skills

Professional communication skills

Time management skills

Self-motivated

Detail-oriented

Education

High School diploma or GED

Associates Degree

Tools

Microsoft Office

General office equipment

Job description

Overview

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 education, expertise, and 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.

Responsibilities

• 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

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.