Administrative Assistant - Community Association Management

Touchstone Properties, Ltd. has been servicing community associations throughout Hawaiʻi since 1990. We pride ourselves on delivering exceptional personal service one owner and resident at a time by providing the guidance, communication, and support needed to help communities achieve financially responsible and efficient living.

📍Work Location: Honolulu, Hawaiʻi with Hybrid Option

💲 Pay: $18.00 – $22.00 per hour negotiable based on experience

Great benefit package.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Duties include, but are not limited to:

• Send emails, upload documents, post notices to community portal applications, process faxes, and file association correspondence into company shared drives as directed by the Community Association Manager.

• Distribute Board Meeting packets, conduct Board Meeting quorum calls, and save related documents as requested.

• Obtain Board Member responses for seminars, complete registrations, send confirmations, process PTRFs/invoices, and maintain communication with assigned managers.

• Complete association mailings including printing, stuffing, posting, and coordinating delivery through USPS, Certified Mail, FedEx, or UPS.

• Extract and file monthly financial statements from shared drives, post to community portals, and distribute via print, mail, or email.

• Assemble and distribute annual budgets to homeowners.

• Prepare and organize Annual Meeting notices, proxy tracking, quorum counts, and annual meeting files.

• Attend Annual Meetings as scheduled to assist with owner registration, vote tallying, and meeting support.

• Maintain and update Board Rosters and Association records.

• Process Condominium Association Biennial Registrations as required.

• Perform additional administrative duties as assigned.

• High School Diploma or GED required

• Associate’s Degree preferred

• 0–3 years of related administrative experience preferred

• Knowledge of general office equipment including copiers, fax machines, and phone systems

• Proficiency in Microsoft Office Suite

• Ability to quickly learn and utilize proprietary software systems

• Strong written, verbal, and interpersonal communication skills

• Excellent organizational and time management skills

• Self-motivated, proactive, detail-oriented, and team focused

• Access to a reliable vehicle required

At Touchstone Properties, Ltd., we believe strong communities start with strong teams. We offer the opportunity to grow within an established and respected company while supporting communities across Hawaiʻi in a collaborative and service-driven environment.

We look forward to meeting candidates who are passionate about organization, customer service, and supporting successful community operations.