Job Details

Administrative Assistant Featured

  2019-04-19     Kai Malu AOAO     160 Kai Malu Dr     Minimum of $17 or more based on experience per hour  
Description:

Job Description – Administrative Assistant

INTRODUCTION

The Administrative Assistant serves 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 Site Manager evaluates performance and provides a bi-annual written evaluation. The Admin Assistant must handle the tasks outlined herein in order to assist the Site Manager with daily property operations.

Work days and times: 8am-12pm 1pm-5pm (1 hour for lunch)

Preferred requirements:

One year experience working in an office setting, computers, Microsoft programming, 10 key, multiline phones etc.

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.
  • 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.
  • Assist Site Manager in preparation and mailing of violation notices, as well as reports for tracking purposes.
  • Log and track homeowner requests.
  • 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.
  • 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.
  • Prepares and provides newsletter to Site Manager for proofing.
  • Assists in monitoring and maintenance to company website.


Do not contact this company in solicitation of any product or service.

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