Administrative Coordinator(Part-Time)
- Condominium Association, Kihei, H Kīhei, HI 96753 $25
- $35 an hour
- Part-time $25
- $35 an hour
- Part-time About the Role We are seeking a detail-oriented, part-time Administrative Coordinator to manage record-keeping, bidding processes, internal communications, and general coordination with the Managing Agent for our 170-unit condominium complex in Kihei, Hawaii.
This role complements an onsite Site Manager position, allowing you to focus primarily on the "desk work" that ensures smooth operations and compliance for a well-maintained community, while backing up the Site Manager on occasion. What You Will Do Your responsibilities fall into four key areas: records and information management, reporting and communication, contract and vendor coordination, and miscellaneous. I. Records and Information Management Maintain comprehensive current records related to each unit, including owner/tenant information, receipt of House Rules, rental agreement (if applicable), automobile information, pet registration, and other information as determined necessary by the Board. Maintain maintenance records for all Association common elements and pieces of equipment for which maintenance work is performed. Maintain and make available to all owners the current House Rules of the Association. Maintain records of all vendor bids/proposals and contracts. Maintain records where legal issues, internal or external, could be involved. II. Reporting and Communication Maintain logs of activities, significant events, complaints, and special maintenance jobs. Submit incident reports for any accidents, injuries, fires, or other events where emergency responders are called. Respond to all e-mails and phone messages in a timely manner. Receive residents' comments, recommendations, and/or complaints with a courteous reply. Prepare and distribute notices of House Rule violations (original to the offending party, copies to Managing Agent and Site Manager). Support the Design Review Committee with tracking and processing of design review applications. Post authorized notices, announcements, and bulletins as directed by the Board or Managing Agent. Prepare and submit insurance claim reports. Communicate key information as required to the Managing Agent, Site Manager, and the Board. III. Contract and Vendor Coordination Identify potential vendors and obtain three (3) bids for any continuing contract work or projects outside of the approved budget (bids must be submitted to the Managing Agent for Board approval). Coordinate with Site Manager and vendors to schedule mutually agreeable times to meet onsite, including scheduling for bids and scheduling for work to be performed after contracts are signed. Submit to the Managing Agent petty cash reports for Association expenditures, along with original invoices/receipts. IV. Miscellaneous Submit time sheets according to the Managing Agent's published schedule. Temporarily perform the duties of the Site Manager when the Site Manager is absent. Perform additional administrative duties as determined by the Board. Who We Are Looking For The ideal candidate will have: Excellent organizational, communication, and multitasking skills. A strong attention to detail. Proficiency in office productivity software (e.g., Microsoft Office, Google Drive, email systems) and basic financial tracking. At least 2-3 years of experience in administrative coordination, records management, or property administration. A high school diploma or equivalent; associate's or bachelor's degree in business administration or related field preferred. A customer service orientation for positive and productive interactions with residents and vendors. The ability to handle sensitive information confidentially. Familiarity with Hawaii real estate or association laws is a plus. The Impact You Will Have In this role, you'll ensure accurate record-keeping, timely communications, and efficient vendor management, fostering a compliant and harmonious community. Your contributions will reduce administrative burdens on the Board and the Site Manager and will help maintain the property's value and owner/resident satisfaction. Work Schedule This is a part-time position requiring approximately 20 hours per week. Your specific work schedule is negotiable, with a mix of weekdays and occasional weekends for certain tasks. Remote work is possible for some duties, but on-site presence is required for certain coordination activities. Pay and Benefits Pay rate of $25
- 35 per hour, commensurate with experience.
Access to Hawaii's mandatory Temporary Disability Insurance (TDI) for partial wage replacement during non-work-related illnesses or injuries. Workers' compensation coverage as required by state law. Negotiable scheduling to support work-life balance. Potential for health benefits, depending on hours worked Legal Disclosures and Requirements We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, national origin, disability, or any other protected status under federal, state, or local laws, including Hawaii's Laws Prohibiting Employment Discrimination. In compliance with Hawaii law, we do not inquire about salary history during the hiring process. All hires must comply with Hawaii Occupational Safety and Health Law (HIOSH) and federal requirements, including background checks limited to post-offer for certain roles
Pay:
$25.00
00 per hour
Work Location:
In person
