Find & Apply For Office / Administrative Assistant Jobs in Kihei, Hawaii

Property Management Administrator Kokua Realty, LLC | Maui, Hawaii Full-Time | In-Person Position Summary Kokua Realty is seeking a highly organized, detail-oriented, and proactive Property Management Administrator to support our property management team and the day-to-day operations of our managed properties. This position plays an important role in keeping property operations running smoothly by assisting with tenant and owner communications, maintenance and vendor coordination, property documentation, invoice processing, reporting, scheduling, and general administrative support. The ideal candidate is a strong communicator who enjoys working in a fast-paced environment, can manage multiple priorities, follows through on tasks, and takes pride in providing excellent service to tenants, owners, vendors, and team members. Key Responsibilities

• Provide administrative support to Property Managers and the property management team.
• Serve as a professional point of contact for tenants, owners, vendors, and contractors.
• Receive, coordinate, and track tenant maintenance requests and follow up to ensure timely completion.
• Coordinate with vendors and contractors regarding scheduling, access, work orders, proposals, and completion of services.
• Assist with tenant move-ins, move-outs, inspections, and other property-related coordination.
• Prepare and distribute tenant and owner correspondence, notices, meeting materials, and other property documents.
• Assist with lease administration and maintain accurate tenant, lease, vendor, and property records.
• Maintain and track Certificates of Insurance and other required documentation for tenants and vendors.
• Assist with invoice processing, coding, approvals, purchase orders, and other accounts payable functions.
• Assist with tenant billings, accounts receivable follow-up, and maintaining accurate financial documentation.
• Assist with preparing property reports, spreadsheets, budgets, meeting materials, and other management reports.
• Schedule property inspections, meetings, vendor appointments, and other property-related activities.
• Maintain organized electronic and physical property files.
• Update and maintain information within property management software and internal systems.
• Assist with preparation and organization of documents for owner, board, tenant, and internal meetings.
• Communicate open items and follow up with appropriate parties to ensure deadlines and commitments are met.
• Provide administrative support to other departments and team members as needed.
• Assist with special projects and other duties as assigned. Qualifications
• 2+ years of administrative, property management, commercial real estate, or related professional experience preferred.
• Property management or commercial real estate experience is strongly preferred.
• Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with property management software such as Vantaca, AppFolio, Buildium, Yardi, or similar platforms is preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and requests in a fast-paced environment.
• Ability to work independently, take initiative, and follow through on assignments.
• Strong customer service and interpersonal skills.
• Professional demeanor and ability to communicate effectively with tenants, owners, vendors, and team members.
• Ability to handle confidential and sensitive information appropriately.
• Strong problem-solving skills and willingness to ask questions when clarification is needed.
• Dependable, collaborative, and willing to assist other team members when needed.
• Previous experience with invoice processing, vendor coordination, property documentation, or accounts receivable is a plus.

What We're Looking For We are looking for someone who is more than just organized. The right person is proactive, dependable, and able to anticipate what needs to happen next. You should be comfortable balancing administrative responsibilities with the day-to-day needs that arise in property management. Successful candidates will be able to prioritize effectively, communicate clearly, maintain accurate records, and provide consistent follow-through while working collaboratively with the Kokua Realty team. What We Offer

• Competitive compensation based on experience
• Paid time off and company holidays
• Professional development and opportunities for growth
• Exposure to multiple areas of property management and commercial real estate
• Collaborative, team-oriented work environment
• Opportunity to grow within an established Maui real estate and property management company About Kokua Realty Kokua Realty is a Maui-based real estate and property management company committed to providing responsive, professional service to our clients, tenants, and communities.

Our team works collaboratively to maintain properties, support our clients, and deliver a high level of service across our portfolio.

Job Type:

Full-time Pay:

$50,000.00 - $65,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Retirement plan Vision insurance Ability to

Commute:

Kīhei, HI 96753 (Required) Ability to

Relocate:

Kīhei, HI 96753: Relocate before starting work (Required)

Work Location:

In person