Administrative Assistant

TownSq•Honolulu, HI

18d•$18 - $22

About The Position

The Administrative Assistant provides administrative support to assigned Community Association 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.

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
0 – 3 years of directly related or closely related experience
Access to a vehicle is required.

Nice To Haves

Associates Degree Preferred

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 Community Association Manager.
Distribute Board Meeting packets, conduct Board Meeting quorum calls, and save related documents as requested by the Community Association 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 Community Association 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 Community Association Manager.
Process Condominium Association Biennial Registration every odd year for assigned Community Association Manager.
Perform other duties as required.
Access to a vehicle is required.