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Company Name : Ke Kilohana
Location : Honolulu, HI 96813
Position : Administrative Assistant
Job Description : Answer routine correspondence independently or reply according to general instructionsGreet, register and process new owners and tenants which include collection of any fees, distribution of welcome packages as appropriate; update and maintain access control authorizations, database and enter phone systemCoordinate and schedule appointments/meetings for General Manager as directedEmergency Assistance List: update and distribute as appropriateCollect and record all monies paid to the Association and distribute receiptsBookkeeping: Deposit all checks/cash, close cash journal, GL code breakdown for each deposit, submit to management companyPurchase orders approved by General ManagerReconcile debit card account and balance debit card statementsAssign, maintain and update rosters for storage, parking, surfboard, bicycle rentals, routine monthly and quarterly services, etc.Assign and process residents for registration, storage, parking, surfboard and bike rentalsBuilding Fobs and Parking Fobs: program and issue, update spreadsheetLost fobs: investigate and deactivate prior to issuing new fobs. Collect feesReturn fob / security keys, investigate, check request, submit to management companyIncident ReportsProperty damage, if over $20,000, submit to management companyIncidents – unit fileWater leaks: create water leak incident notice, distribute to units)Emergency water shut downs – contact residents and owners of all affected units. Issue water shut down notice(s), collect payment when appropriateContractors Responsibility Form: verify renovation form, specifications and plans submitted to General Manager for approvalBoard of Directors (BOD) Meetings: distribute and post all notices/agendas as directedAssist General Manager in preparation for Board of Directors meetingsDatabase/Website: update governing documents, Approved Minutes, financials, Board of Directors Meetings/Agendas, and all building noticesConduct research of documents and compile records as directedFile and scan electronically: retrieve documents, records and reportsOpen, sort and distribute incoming mailOrder office supplies for all departmentsPost and update notices on monitors/electronic boardsSignage: create, laminate and post where needed or directedUniforms: inventory/distributing/orderingInventory – update; maintenance, landscaping and custodialSuggestion Box: collect written concerns, suggestions and discuss with manager unless addressed to Board of Directors or managing agentAssist in designing newslettersCreate / Update next year Calendar of Events upon approval from Board of Directors and General Manager, post to website and/or management databaseCollect, scan and file contractors and vendors’ certificates of insuranceEnd of Year: box and label all filesPrepare memos for employees regarding operational or administrative matters as instructedCompare timesheets and employee hour reports for each payroll period and submit timesheets for Manager’s signatureProcess “check requests” (reimbursements, vendor payments, etc.) as instructedFile and maintain all maintenance, communication, administration, enforcement and customer service documents in accordance with established procedures, as directed or as deemed necessaryMaintain copier/fax machine equipment, other office equipment, logs, and office supplies. Take appropriate action as required, as appropriate and/or as directedMaintain security logs, monthly/quarterly extermination lists, and meeting and amenities reservationsCoordinate water shut off and renovation requests with residents, staff, and contractors. Prepare and distribute appropriate noticesMaintain logs of correspondence received and follow up to ensure that all letters/requests are given the appropriate response by management and/or maintenance personnel and manage filingAssist in processing employee new hire and d termination paperwork as directedKeep office clean and organizedAll other work as assigned by the General ManagerKEY CONTROLMaintain custody of common area and unit keys in custody, possession and care of the association, issue and record in accordance with established proceduresMaintain keys and the issuance and recording of any admit requestsProcess key fob requests and deposits/fees for key fobsCUSTOMER SERVICEAnswer residents’ questions regarding the scheduling of work, amenities usage requests, etc.Respond to residents’ requests for information concerning the operations of the Association if knownGreet and assist walk-in clients (owners, tenants, contractors, vendors and the general public) in a friendly, professional mannerProvide support service to staff members, i.e., calling to gain access for emergencies, pest control treatment, insurance claims, contractor access, moving vehicles, water shut offs, building notices, etc.Answer phones, e-mails, fax communications and direct or handle inquiries/requests in a friendly, professional, mannerRULES AND COVENANTS ENFORCEMENT: Distribute rules, covenant and other form letters to residents and as appropriate, follow-up on violation to determine if a correction has occurred.Manage all phases of the rules and governing documents enforcement process, including tracking of compliance, violations and serve as point of contact for residents requesting information regarding rules and governing documentsOTHER FUNCTIONS AND REQUIREMENTS: Keep all information regarding AOUO owners, tenants, guests and fellow employees in the strictest of confidencePHYSICAL, MENTAL, AND COMMUNICATION DEMANDS:Require frequent walking, bending, as well as lifting and handling up to 30 poundsRequire basic reading, writing and problem-solving skillsAble to read, write, speak and understand the English language to communicate effectively with owners, guests, rental agents and other staff membersSKILLS/KNOWLEDGE: Proficient in Adobe, database software, Microsoft Windows and Microsoft Office programs such as Microsoft (MS) Access, MS Excel, MS Outlook, Power Point, MS Publisher, MS Word and others Type minimum of 50 words per minute * Able to effectively operate scanner, fax machine, copier, telephone, database management software, web-based software, 10-key and basic office equipmentMulti-taskingOrganizational Relationship: Reports to the General Manager but in the absence of General Manager, reports to Managing AgentWORK HOURS: Generally, 40 hours per week for full time. Workdays and hours are subject to change. Overtime will be necessary when circumstances call for extended hours. The General Manager is responsible for assigning hours.Job Type: Full-timePay: From $22.00 per hourBenefits:Dental insuranceHealth insuranceLife insurancePaid time offVision insuranceSchedule:8 hour shiftMonday to FridaySupplemental Pay:Bonus payAbility to commute/relocate:Honolulu, HI: Reliably commute or planning to relocate before starting work (Required)Experience:Microsoft Excel: 4 years (Preferred)Microsoft Powerpoint: 3 years (Preferred)Work Location: One location
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