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

Premier residential community in Wailea seeks qualified Part-time Administrative Assistant The Administrative Assistant will serve as a liaison between the Site Manager, residents, delivery companies, contractors, and the general public. The Admin Assistant must display exceptional interpersonal skills, be able to communicate effectively both orally and in writing, and accurately and efficiently conduct office operations. The Admin Assistant is responsible for general office duties, telephone traffic, office decorum, maintaining the office files, greeting residents, and the general public. The Admin Assistant must be current on the status of all assignments and advise the Manager of appropriate preparations required to meet deadlines. The duties are clerical as well as administrative and will vary from day to day. Duties will encompass a wide range of responsibilities that include, but are not limited to, those listed below. In addition, the Admin Assistant will maintain ongoing communication with the Site Manager by advising of complaints, suggestions, and requests and report any other important information regarding the operation of the property.

SUPERVISION AND GUIDANCE

The Administrative Assistant reports directly to the Site Manager. The Property Manager evaluates the incumbent's performance and provides an annual written evaluation. The Admin Assistant must handle the tasks outlined herein in order to assist the Site Manager with daily property operations.

DUTIES AND RESPONSIBILITIES

Coordinates all administrative functions, to include, but not limited to: resident and guest registration; facilities pass registration, pavilion reservation requests.

• Answer office telephone (with Aloha) and log all calls taking appropriate action as needed.
• Assist residents on a day-to-day basis by fielding questions and providing information, including work orders, owner, guest and rental registration;
• Assist Site Manager as needed with preparation for services needed, prepare work lists, and schedule repairs when required and approved;
• Assist Site Manager in preparing property inspection reports, maintenance punch lists, and common area inspection reports. Prepare and follow-up work order requests with Maintenance Staff;
• Maintain documents and records in appropriate files. Coordinate mailings and notice distribution as necessary. Type, photocopy and scan documents and other materials as directed;
• Maintain owner/resident files and data base ( app folio);
• Respond to correspondence, phone or e-mail as directed;
• Become familiar with the governing documents and Board policies and procedures;
• Perform other administrative and clerical duties as requested;
• Such other duties as assigned from time to time;
• Assist the Board President as needed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience Bachelor's degree (B. A.) from four-year college or a minimum of 5 years related experience. Language Ability Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Math Ability Ability to apply concepts such as fractions, percentages, and ratios to practical situations. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills Word processing, Internet software, E-mail, Database software.

Valid Driver's Pay:

$23.50 per hour

Work Location:

In person