Overview
Administrative Assistant Jobs in Waikīkī, HI at Waikiki Condominium
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
Title: Administrative Assistant
Company: Waikiki Condominium
Location: Waikīkī, HI
Category:
