SUMMARY OF FUNCTIONS
Responsibilities include responding to owners and residents' concerns and reporting this information to the General Manager, creating and maintaining computer data bases, assisting with mailings, upon authorization from the General Manager ordering supplies, phone reception, filing and performing a variety of administrative office tasks.
DUTIES AND RESPONSIBILITIES
Daily Duties:
- Responsible for scheduling appointments, processing mail, answering phones, and replying to emails, making entries into the online calendar.
- Check employee time cards and maintain records on employee hours worked, sick leave time taken, and vacation time taken, leave of absences, employees on temporary disability and Workman's Compensation.
- Keep an accurate record of the Employee Accident file, including witness reports and insurance papers.
- Keep an accurate and up-to-date Personnel file for each employee. This file will include, but is not necessarily limited to, all Personnel Action papers, doctor's sick leave, copies of all correspondence relating to the employee's position, and all past records of time and attendance.
- Keep an accurate office log of the events of the day. This log should include all incidents of note, particularly those that might be needed to verify present actions at a future date.
- Process new resident registration and maintain an up-to-date ledger on all residents, owners and agents.
- Administrative Assistant will edit and up-date enter phone directories for the main entrance.
- Receive and file incident reports, being careful to see that each report is filled out properly. If errors and/or omissions occur, bring the fact to the attention of the person responsible for the information.
- Perform all necessary filing to keep the records of the Association accessible and current.
- Exude an atmosphere of congeniality and present a pleasant appearance in meeting with the residents and the handling of Association business.
- Receive checks for, and issue Security Keys.
- Log Resident Manager's appointments and assist in screening complaints, scheduling water shutdowns, posting notices and advising residents and/or their agents of pertinent information.
- Must be computer literate and will become familiar with the following computer programs that are used regularly in recording and conducting Association business: Windows XP, 7, and 10 and MS Excel, MS Word, and MS Windows.
- Performs other administrative or office duties or projects as required or as assigned.
- Report all leak reports to the General Manager and generate the water leak incident reports upon the completion of the collected information then send to the Property Manager.
- Communicate with staff via 2-way radio for work orders
Bi-Weekly Duties:
Prepare the payroll and personal action forms for submission to the Hawaiiana's Payroll Department.
Monthly Tasks:
File all papers pertaining to the regular monthly meeting of the Board of Directors.
QUALIFICATIONS
High school diploma or equivalent is required. Good communication skills and the ability to work well with people is essential. Ability to work with a team and the ability to work independently, proficiency in computers and previous office experience.
Pay: Dependent on Experience
Job Type: Full-time
Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
