Administrative Assistant

We are looking for a Administrative Assistant to support operations and day-to-day administrative activities in Kailua, Hawaii. This contract opportunity with potential for a permanent role is ideal for someone who is organized, responsive, and comfortable balancing tenant communication, vendor coordination, and office support in a fast-paced real estate environment. The person in this role will help keep property operations running smoothly by managing documentation, assisting with compliance-related tasks, and partnering with internal teams to address operational needs. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements. To apply, please call us at 808-531-0800.

Responsibilities:

• Prepare access documentation, vendor service paperwork, and supporting records for review, signature routing, invoice processing, and lien release follow-up.

• Respond to tenant and customer questions promptly while serving as a reliable point of contact for routine property-related inquiries.

• Monitor tenant insurance compliance and coordinate with the appropriate parties to resolve missing or incomplete coverage documentation.

• Organize meeting room calendars and arrange required approvals, insurance documents, and related access needs for scheduled use.

• Coordinate meetings, conference calls, travel logistics, expense reporting, and other core administrative activities that support the property management team.

• Support daily office operations by maintaining supplies, overseeing mail and courier activity, organizing files, coordinating equipment or facility needs, and helping keep the workspace orderly.

• Assist property managers by maintaining regular communication with vendors, service providers, tour operators, and site visitors across assigned properties.

• Track recurring inspection deadlines, schedule required testing or certifications, and help coordinate operational tasks such as meter readings and utility billing support.

• Help address maintenance requests and building issues by coordinating timely follow-up for items such as leaks, plumbing concerns, and other operational matters.

• Create and manage service agreement records, collect certificates of insurance, update status tracking, and assist with document uploads in property management platforms.

• At least 1 year of administrative support experience within a high-volume business environment.

• Proficiency with Microsoft Office applications, including Excel and Outlook, along with the ability to learn new digital tools quickly.

• Experience handling vendor documentation, service agreements, certificates of insurance, or other operational records with strong attention to detail.

• Strong customer service and communication skills, with the ability to interact professionally with tenants, vendors, and internal teams.

• Ability to manage multiple priorities, maintain organized records, and follow through on deadlines in a busy office setting.

• Experience using Adobe Acrobat is required.

• Bachelor’s degree is preferred.

• Knowledge of real estate processes, operations support, and confidential information handling is highly valued.