Processing Center Administrative Office Assistant at Associa

Honolulu, Hawaii, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Apr, 26

Salary

20.0

Posted On

17 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication Skills, Organizational Skills, Time Management, Detail Oriented, Microsoft Office, Office Equipment Knowledge, Proactive, Team Player, Multitasking, Prioritization

Industry

Real Estate

Description

The Property Manager Administrative Assistant 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 $20 per hour Qualifications • 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

Responsibilities

The Processing Center Administrative Office Assistant provides administrative support to Property Managers, ensuring tasks are completed accurately and on time. Duties include managing correspondence, organizing meetings, and processing financial documents.