Administrative Assistant

Job Description

Job Description

We are looking for an organized Administrative Assistant to support day-to-day property management operations in Honolulu, Hawaii. This role serves as a key point of coordination for tenants, vendors, and internal teams, helping keep communication, records, and administrative processes running smoothly. The ideal candidate brings strong attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. This position requires onsite work, so Hawaii residents are preferred. To learn more or apply, call Noe at View phone number on us.fitly.work.

Responsibilities:

• Serve as the first point of contact for tenant inquiries, maintenance concerns, and service-related requests, ensuring each matter is directed to the appropriate team or vendor for timely follow-up.

• Coordinate and track work orders, including assisting with approvals and maintaining accurate status updates from request through completion.

• Help deliver a positive tenant experience by supporting occupancy changes, preparing communications, assisting with tenant events, and explaining building guidelines to new occupants.

• Prepare and organize administrative documents such as vendor agreements, lease summary updates, and bid materials for property-related projects and services.

• Provide financial and operational support by assisting with rent-related administration, invoice review and coding, purchase order processing, vendor onboarding paperwork, account reconciliations, and recurring reports.

• Maintain property records and operational documentation, including access credential information, emergency preparedness materials, training logs, and retained files.

• Assist with coordination of building safety activities and related administrative tasks to help ensure compliance with site procedures and documentation standards.

• At least 1 year of administrative or office support experience, preferably in property management, real estate, or facilities-related environments.
• Strong written and verbal communication skills with the ability to interact professionally with tenants, vendors, and internal stakeholders.
• Demonstrated accuracy in data entry, document preparation, and record maintenance.
• Ability to handle confidential information with discretion and exercise good judgment in daily work.
• Comfortable managing multiple assignments independently while also contributing effectively within a team setting.
• Proficiency in general administrative support tasks such as answering inbound calls, maintaining office records, and coordinating routine communications.
• Strong organizational skills and attention to detail in a fast-moving work environment.