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Administrative Assistant
Job
Quam Properties Hawaii Inc.
Lahaina, HI (In Person)
$84,240 Salary, Full-Time
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Job Description
Job Summary The Administrative Assistant provides administrative and operational support to the General Manager and management team. This position plays a key role in owner relations, vendor coordination, board meeting support, project tracking, and daily office operations to ensure the efficient management of the Association. Essential Duties & Responsibilities Administrative Support Answer and direct phone calls, emails, and inquiries. Prepare correspondence, notices, and owner communications. Maintain organized electronic and physical filing systems. Process invoices and assist with administrative accounting functions. Coordinate vendor scheduling and access. Order office supplies and maintain office records. Assist with special projects and operational initiatives. Association Administration Assist with Board of Directors meetings, annual meetings, and owner events. Prepare meeting materials and record meeting minutes. Maintain owner, vendor, and resident records. Coordinate owner communications and follow-up on inquiries. Assist with document retention and records management. Prepare newsletters, notices, and other association communications. Support management with project tracking and compliance documentation. Customer Service Serve as a primary point of contact for owners, guests, vendors, and residents. Respond professionally and timely to inquiries. Maintain positive working relationships with owners, staff, and contractors. Handle confidential information with discretion and professionalism. Qualifications Minimum 2-3 years of administrative experience preferred. Experience in property management, hospitality, HOA/AOAO administration, or customer service preferred. Strong written and verbal communication skills. Excellent organizational and time management abilities. Proficient with Microsoft Office and Google Workspace. Ability to manage multiple priorities and meet deadlines. Strong attention to detail and problem-solving skills. Schedule Full-Time Occasional evening or weekend meetings may be required.