Job Details

Under the supervision of the Manager(s), this position is responsible for assisting with the daily management of the real estate assets in trust accounts.

Responsibilities

• Serves as liaison between clients, officers and other support units in researching/responding to requests for information. Responsible for the preparation and processing of various real estate documentation, including but not limited to, budgets, fact sheets, repair memos, real property set-ups and distributions, special service fees, asset change memos, automatic remittances, vendor data, insurance updates and monitoring and payment of real estate expenses. Works directly with Trust Operations staff in processing and reporting of real estate receivables and payables. Effectively coordinates and communicates to team to ensure requests are met on a timely and efficient basis. Handles day-to-day account administration activities.
• Assists the Real Estate Portfolio Managers (REPM) in handling real estate related activities including sales, leasing, rent renegotiations and repairs. Works directly with escrow companies, attorneys, vendors, clients and lessees. Provides support to the REPM in retention, growth and profitability of assigned accounts.
• Reviews outside agent statements and invoices to ensure accuracy. Tracks delinquencies and unusual expenditures. Follows-up with outside agents on discrepancies. Sends demand letters to delinquent lessees and follows up for collection. Manages vendor contracts status.
• Administrative duties for REPM including, but not limited to, opening and processing of daily mail, expediting important matters, and general support. Assists with phone calls proficiently and professionally, prepares correspondence and mailings, copying, and prepares real estate documents and obtain signatures. Coordinates meetings and appointments. Orders and maintains business unit supplies; subscription and education/seminar registration and travel arrangements. Assists Trust Real Estate Department Manager with various administrative tasks.
• Assists other staff members in the department, including but not limited to, appraiser and document and title groups. Responds to day-to-day inquiries from clients, lessees, property managers and staff from other departments.
• Assists REPM in recognizing errors and issues, research and resolution of issues and follows through to client's satisfaction and prevention of recurrence. Evaluates, recommends and implements efficiencies to streamline administration processes and procedures within the unit.
• Works on special projects; performs notary duties; and performs all other miscellaneous responsibilities as assigned.

Qualifications

• Bachelor's degree from an accredited institution or equivalent work experience.
• Minimum three (3) years of office experience in real estate, escrow, legal or trust/fiduciary businesses or equivalent work experience. Familiarity with real estate business and standard accounting practices preferred. Customer contact and servicing experience also preferred.
• Demonstrated proficiency and expertise with personal computers in a networked environment and Microsoft applications (Outlook, Word, Excel, Access and PowerPoint) or similar software. Knowledge of or ability to use Bank real estate and other software and systems.
• Professional presence with inter-personal communication skills adaptable to varied situations and levels. Excellent verbal & written communication skills. Ability to work independently. Must be able to manage multiple tasks with prompt follow through, and manage conflict and multiple/changing priorities. Analytical with strong organizational skills. Effective and efficient team player with excellent interpersonal skills, who can also resolve problems independently. Should be able to analyze complex situations quickly and identify solutions and alternatives. Must be able to work flexible hours including holidays, weekends and evenings as needed.

Job Info

• Job Identification 3002846
• Job Category Wealth Management
• Posting Date 04/25/2025, 02:15 AM
• Job Schedule Full time
• Locations 130 Merchant St, Honolulu, HI, 96813, US
• Salary $39,520.00 - $67,680.00 Annually
• * Level and pay will be dependent upon skills and experience