Administrative Assistant

Position Summary:

The Administrative Assistant to the General Manager supports the day-to-day operations of the Association of Apartment Owners (AOAO) by performing a variety of administrative and clerical tasks. This role acts as a key liaison between the General Manager, residents, Board of Directors, vendors, and staff. The ideal candidate is organized, detail-oriented, proactive, and has strong communication and interpersonal skills.

Key Responsibilities:

• Provide direct administrative support to the General Manager including calendar management, meeting preparation, correspondence drafting, and documentation.
• Respond to phone calls, emails, and in-person inquiries from residents, vendors, and contractors with professionalism and efficiency.
• Maintain organized electronic and physical filing systems for contracts, vendor records, Board meeting materials, unit owner correspondence, and compliance records.
• Assist in the preparation and distribution of Board packets, agendas, meeting minutes, and community notices.
• Track and follow up on resident requests, work orders, and vendor service calls to ensure timely completion.
• Coordinate with vendors and service providers for scheduled maintenance, repairs, and inspections.
• Assist in managing AOAO documents such as governing documents, violation letters, compliance notices, and annual meeting notices.
• Support the processing of architectural applications and other resident submissions according to association rules and procedures.
• Monitor office supply inventory and ensure efficient functioning of office equipment.
• Support community events, inspections, and special projects as needed.
• Maintain confidentiality regarding sensitive HOA matters and resident information.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree in Business Administration or related field preferred.
• Preferred 2 years of administrative or office assistant experience, preferably in property management, AOAO operations, or a related field.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with AOAOsoftware (e.g., BuildingLink, AppFolio, CINC, TOPS) is a plus.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and time management abilities.
• Ability to work independently, exercise sound judgment, and manage confidential information appropriately.
• Customer service mindset with the ability to interact effectively with a diverse community.

Work Environment:

• Office setting located on property
• Occasional evening or weekend availability may be required for Board meetings or special events
• Position may involve walking the property to assist with inspections or resident needs

Compensation and Benefits:

• Starting at $55,000/Year
• Benefits: Health, Dental, Vision Insurance. Paid Time Off.
• Professional development opportunities

Job Type: Full-time

Pay: $50,000.00 - $56,000.00 per year

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Waikīkī, HI 96815 (Required)

Ability to Relocate:

• Waikīkī, HI 96815: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000 - $56,000