Administrative Assistant Supervisor - Community Association Management

About Touchstone Properties

Work Schedule: Monday–Friday, with occasional evening attendance at association annual meetings mainly during Annual Meeting Season (February-May)

Transportation: Reliable access to a vehicle is required

Location: Honolulu, Hawaiʻi

Pay: $18.00–$28.00 per hour

Job Type: Full-time

Work Schedule: Monday–Friday, with occasional evening attendance at association annual meetings mainly during Annual Meeting Season (February-May)

Transportation: Reliable access to a vehicle is required

Touchstone Properties, Ltd., AAMC has served community associations throughout Hawaiʻi since 1990. We believe excellent management begins with personal service—supporting one board member, owner, and resident at a time with clear information, reliable follow-through, and genuine care.

We are proud to have many long‑term employees and to provide opportunities for team members to learn, take on new responsibilities, and grow within the company. If you are organized, dependable, and interested in building a career in community association management, we would love to meet you.

The Administrative Assistant Supervisor reports to the Office Manager and supports the administrative team who have assigned Community Association Managers and helps ensure that important association tasks are completed accurately, professionally, and on time.

This position is ideal for someone who communicates well by phone and email, stays organized while managing multiple deadlines, and enjoys being part of a collaborative team.

Responsibilities include, but are not limited to:

• Send emails, builds board packets, completes violation letters, upload documents, post community notices, and organize association correspondence in company shared drives.
• Prepare and distribute Board meeting packets, conduct quorum calls, and maintain meeting-related documents.
• Retrieve and organize monthly financial statements, upload them to the community portal, and distribute them by mail or email as directed.
• Assemble completed association budgets and prepare them for distribution to homeowners.
• Prepare annual meeting materials, including 75-day and 45-day notices, meeting programs, association folders, and proxy tracking.
• Attend scheduled annual meetings to register owners, tally votes, monitor quorum, and provide other meeting support.
• Maintain accurate Board rosters and update interim changes.
• Process biennial condominium association registrations during applicable filing years.
• Provide responsive, professional support to Community Association Managers, Board members, homeowners, vendors, and coworkers.
• Perform other administrative duties as assigned.

• High school diploma or GED required.
• Associate degree preferred.
• Zero to three years of administrative, office, customer‑service, property‑management, or closely related experience.
• Working knowledge of Microsoft Office, including Outlook, Word, and Excel.
• Comfortable using standard office equipment, including copiers, scanners, fax systems, and multi‑line phones.
• Ability to learn new software and proprietary systems quickly.
• Strong written, verbal, telephone, and interpersonal communication skills.
• Excellent organization, time‑management, and deadline‑prioritization skills.
• Detail‑oriented, proactive, dependable, and self‑motivated.
• Ability to work both independently and collaboratively.
• Reliable access to a vehicle for business‑related errands and meetings.
• Ability to attend occasional evening association meetings.

The anticipated pay range is $18.00–$28.00 per hour
, depending on relevant experience, industry experience, referrals, education, skills, and qualifications.

Eligible employees may receive:

• Medical,…