Assistant to the Management Team (Kihei)

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.

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)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $63,000 - $65,000