Administrative Assistant

Primary Purpose:

The Administrative Assistant provides essential support to Waikiki Banyan’s Management team in a small, three-person administrative office. This position is responsible for handling a variety of administrative, financial, and customer service duties to ensure smooth and efficient operations.

Essential Duties and Responsibilities:

Administrative & Office Support

• Greet and assist walk-in guests and respond to telephone inquiries professionally
• Perform general clerical tasks including filing, copying, faxing, scanning, and mailing
• Create and maintain organized paper and electronic filing systems
• Perform computer data entry, document creation, and administrative reporting
• Order and manage inventory of office supplies
• Organize internal staff and owner-related events

Financial & Payroll Responsibilities

• Count and reconcile daily parking receipts and prepare deposits
• Track monthly miscellaneous income, including but not limited to: Banyan room rentals; Parking relocation and permit replacements; Lock-outs, key duplications, and surfboard locker rentals; Uniforms, and BBQ grill usage

Resident and Owner Services

• Respond to inquiries and complaints from owners, agents, and residents
• Schedule water shut-offs and prepare/distribute related notifications
• Distribute and collect payments for monthly parking permits; maintain parker records
• Issue owner house passes for new, lost, or stolen requests and update system records
• Prepare and distribute invoices and correspondence for garage, laundry, and surfboard rack lessees

Vendor & Operations Coordination

• Provide administrative support to AOAO vendors as needed
• Assist in coordinating building projects and operational logistics across departments
• Order and maintain inventory of departmental uniforms

Working Conditions

Environment:

• Indoor, air-conditioned office with functional windows
• Individual workstation equipped with desk and computer

Equipment Used:

• Telephone
• Computer with mouse and keyboard
• Photocopier/scanner/fax machine
• Calculator
• Electric typewriter (Consider phase-out and replacement with modern digital tools)
• Standard office tools: stapler, hole punch, paper cutter, etc.

Mental Demands

• High level of attention to detail, accuracy, and organizational ability
• Ability to manage multiple tasks, prioritize, and meet deadlines
• Effective written and verbal communication skills
• Ability to follow and relay detailed instructions

Physical Demands

• Frequent sitting, typing, and telephone use
• Frequent filing and paperwork processing
• Occasional lifting (up to 20 lbs.), bending, and reaching overhead
• Occasional movement between standing and seated positions

Communication Requirements

• Strong command of spoken and written English (12th-grade reading/writing level or higher)
• Ability to compose business correspondence and fill out forms clearly
• Ability to listen attentively and respond appropriately
• Professional and courteous communication with diverse individuals

Qualification Requirements

Education:

• High school diploma or GED required
• Undergraduate degree preferred

Experience:

• At least one (1) year of administrative or office experience preferred

Technical Skills:

• Proficiency in Microsoft Office (Word, Excel, Outlook; Access a plus)
• Familiarity with Microsoft Windows-based PCs
• Ability to learn and use proprietary software and online systems

Personal Qualities:

• Friendly, respectful, and professional demeanor
• Patient and assertive, without being aggressive
• Adaptable, flexible, and able to work effectively with a wide range of people
• Reliable, punctual, and capable of working independently

Recommendations for Modernization (Optional Enhancements)

• Replace electric typewriter with digital document management systems
• Adopt cloud storage and collaboration tools (e.g., Google Workspace, Microsoft SharePoint)
• Implement a resident/owner communication platform for centralized notices and service requests

Work Location: In person