Property Manager Administrative Assistant

Associa•Honolulu, HI

About The Position

The Community Manager Assistant is responsible for providing administrative support to their assigned Community Association Managers (CAMs). They lead, train, and manage their CMA team. The CMA must possess leadership and management abilities, must be extremely organized, possess supreme office skills, and have a positive attitude.

Responsibilities

Review current processes and recommend procedural or policy changes to improve operations
Arranges coverage for CMAs that are out of office
Send Email blasts, TownSq notices, and faxes per CAM request
File association correspondence into vault and F drive per CAM request
Prepare and send Board Meeting packets per CAM request
Conduct Board Meeting Quorum calls per CAM request
Order Pizza or Subway Sandwiches for Board Meetings per CAM request
Complete all mailouts per CAM request (printing, stuffing, posting)
Utilize USPS, Certified, FedEx, or UPS per CAM direction
Charge violations, mail, and process admin. charges
Extract monthly financials from vault, create long, short, and watermarked versions
File to F drive, post to TownSq, print, mail, and/or email to BOD
Update C3 Association Facts, notes, and popups as needed.
Input written consents into the annual meeting program (AMP)
Upon receipt of letters and written consent forms from CAM, complete mailout to owners
Upon receiving HO6 from homeowners; Scan, Document in C3, e-file, and send to insurance agent
Process annual budget for assigned CAMs (assemble, print, mail, and e-file)
Receive Annual Meeting dates/times/locations from CAMs to prepare informal (75-day notice), formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting
Receive and track all proxies, providing quorum counts to CAM
Attend Annual Meetings as scheduled, to register owners, and tally all votes
Receive changes to Board Roster from CAM, and update in C3
Process Condominium Association Biennial Registration for assigned CAMs properties (every odd year)
Keeps work spaces organized and professional
Other duties as assigned.