Associa is hiring: Administrative Office Assistant in Honolulu

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With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Administrative Assistant is responsible for providing administrative support to their assigned Community Association Managers (CAMs). Must have the ability to effectively communicate via phone and email, ensure all tasks are completed accurately, and delivered with high quality and in a timely manner.

Responsibilities

• Correspondence: Send Email blasts, post TownSq notices, and faxes per CAM request
• File association correspondence into vault and F drive per Community Manager request
• Board meetings: Send Board Meeting packets, and vault per CAM request, conduct Board Meeting Quorum calls per CAM request, order pizza or sandwiches for Board Meetings per CAM request
• CAI/HCCA Board Member Seminar Registrations: Obtain Board Member email responses to seminars from CAMs, register for respective seminar, send confirmation email to Board Member and copy the CAM, process PTRF/invoice
• Mailouts: Complete all mailouts per Community Manager request (printing, stuffing, posting). Utilize USPS, Certified, FedEx, or UPS per CAM direction
• Monthly Financials: Extract monthly financials from vault, create long, short, and watermarked versions, file to F drive, post to TownSq, print, mail and/or email per CAM request
• Written consents: Enter into the annual meeting program (AMP); upon receipt of letters and written consent forms from CAM, complete mailout to owners, receive and track returned consent forms
• Annual budget: Assemble completed budget from Accounting, save, print, and mail to homeowners, upload watermarked version to TownSq, save Budget Short & Reserve Short to Community Archives, vault Budget Long, Budget Short, Reserve Long & Reserve Short, upload watermarked Budget Long to TownSq for Board
• Annual Meetings: Receive AA Notice from CAMs, prepare informal (75-day notice) and formal (45-day notice) packets, AMP file, and folder preparation for each annual meeting; receive and track proxies, provide quorum counts to CAM, attend Annual Meetings as scheduled, register owners, tally votes, scan certificates to vault and F drive, process charges to AOAO, CAM to notify CMA when minutes are filed in F drive within 16 business hours; update Board Roster and send copies to CAM and vault; send audit to owners who requested via proxy
• Board Rosters: Receive interim changes to Board Roster from CAM, update in C3, and send via email to CAM
• Condominium Association Biennial Registration: Process every odd year for assigned CAM properties
• Driver’s license and access to a vehicle required
• Typical office environment

Physical and Environmental Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and reach above shoulders to file documents; use hands and fingers to input data; talk or hear to gather and provide information; often sit to process information and conduct data entry activities. Environmental conditions are a climate-controlled office without exposure to adverse environmental factors.

Salary

$25.00 per hour

Requirements

• Knowledge of general office equipment (copier, fax, phone systems, etc.)
• Knowledge of Microsoft Office
• Ability to learn and utilize proprietary systems quickly and efficiently
• Professional communication skills (phone, interpersonal, written, verbal)
• Self-motivated, proactive, detail oriented and a team player
• Time management and prioritization skills
• High School diploma or GED required
• Associates Degree preferred
• 0 – 3 years of directly related or closely related experience

Equal Employment Opportunity We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.