What are the responsibilities and job description for the Assistant Management Executive (Kihei) position at Hawaiiana Management?
This is an 8 hour, five days per week EXEMPT position. Success in this position is dependent on the Management Executive providing good input to the ASSISTANT MANAGEMENT EXECUTIVE. This position is not a customer-facing position unless it is agreed to cover property management. Management Executive is responsible for all customer-faced interactions including follow up with board for any approvals.
Payables - Pay invoices, to include check requests, recurring, EFT, reconcile and process credit/debit card statements, petty cash, chargebacks to owners, re-classification of charges; tracking payment of all invoices submitted to AP. Management Executive remains responsible for all GL coding and to work with General Manager/Resident Manager/Site Manager, if necessary to process debit card reconciliation.
Receivables – Code and track if made aware of activity from General Manager/Resident Manager/Site Management or Management Executive.
Funds - Complete transfer of funds to cover capital expenses, monitor FDIC overages.
Insurance Claims - Process, track and follow-up on claims, payments, etc.
Credit Applications – Complete credit applications and forward to Management Executive for completion of applications, Board signature, authority, etc.
Vendors - Obtain vendor certificate of insurance and W9 forms.
Tax Returns/Audits - Secure and track annual CPA/Auditor bids. Work with CPA/Auditors and HMC accountants to provide CPA/Auditors with documents from Management Executive as needed. Track completion of document requests, audits and tax returns.
Non-Compliance - Write non-compliance letters as requested by Management Executive, charge fines as needed and submit charges to association for time.
Correspondence - Miscellaneous correspondence to include HO6 letters, DRC/ARC request for information, approval, etc.
Reports - Create reports for Boards as needed, may include but not be limited to, water, electric, etc.
Records – Organize property drive. Purge records and determine what needs to be retained.
Exclusive to experienced Management Executive working in this position – time permitting
Property Inspections: Review and assess property drives to determine the last annual property inspection report. Conduct annual property inspection and report to assess overall property condition, safety, and compliance with regulations
Training: Provide support/training to managers as needed, to include Lunch & Learn.
Meetings: Attend Board/Annual meetings as need to support Management Executive/Admin staff and/or fill in during Management Executive/back-up Management Executive absence, assist in scheduling meeting locations and/or parliamentarians.
Budget: Prepare budget shell/template.
Back Up Properties: If a shortage of Management Executive’s occur due to PTO or between employment (wage may need to be adjusted if the ASSISTANT MANAGEMENT EXECUTIVE provides coverage).
Manage Fiscal ONLY Properties: Not to include Fiscal/Admin, modified fiscal, etc. type of management contracts (wage adjustment, if permanent assignment).
Job Type: Full-time
Pay: $63,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $63,000 - $65,000