Administrative Assistant to the General Manager - The Cliffs at Princeville - Princeville, HI

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Job details

Job Type

Full-time

Number of hires for this role

On-going need to fill this role

Qualifications

Full Job Description

Job Summary:

Principal responsibilities include providing overall daily administration and operating support to the General Manager, in addition to the Association of Apartment Owners of the Cliffs at Princeville (“AOAO”), the Cliffs Club Interval Owners Association (“CCIOA”), the Cliffs Resort Vacation Owners Association (“CRVOA”) and the Cliffs Management Group, Inc. (“CMG”). Work on special projects as deemed necessary by the General Manager.

Essential Job Functions:

1. Provide daily administrative duties i.e., answering phone calls, handling email, personal visits from guests, owners or vendors and resolve concerns related to these duties. Be main contact for all whole unit owners to smoothly get issues and requests addressed.

2. Manage GM’s schedule and appointments.

3. Organize, manage and file the influx of information from all sources into a retrievable database for review and action.

4. Maintain and update all files that are core to the operation (i.e. property insurance, legal documents, operating manuals, Quality Control documents, capital projects, All Board Minutes and important documents, Documents for sales, Keep current the Board Of Directors and association committee lists, update the whole unit owners lists as contact information changes, The Board Training Manual, The Compendium, Emergency Procedures Manual, reserve studies, warranty manuals and other similar-type documents).

5. Be responsible for maintaining certificate of liability insurance for whole unit owners and force placing if necessary.

6. Support the Director of Finance and the Director of Human Resources when needed.

7. Work closely with all department managers and supervisors to ensure the consistent flow of accurate information both from and to the General Manager.

8. Serve as a back-up contact and service provider for the Front Office Manager. Assist the Sales Admin by printing out deeds, invoices and recordings for Cliffs-related deed transfers.

9. Assist with establishing and maintaining motivational and recognition programs such as Employee/Leader of the Year and Milestone Service recognition awards etc. Gather all required information for the Green Sustainability Programs annually.

10. Maintain a cooperative professional relationship with all departments to achieve quality standards.

11. Be responsible for the production, publishing and distribution of the quarterly property newsletter.

12. Work closely with website designer for all informational updates and manage, oversee and monitor Cliffs Website for AOAO, CCIOA and CRVOA.

13. Help with managing the company’s Facebook Page and social media. Communicate regularly by group email with whole unit owners with updates.

14. Responsible for the production and organization of all board meetings and functions.

15. Attend all Association and Board meetings and provide support and information as required.

16. Record and transcribe meeting minutes.

17. Gather nominating committee candidate information for each respective board, work in conjunction with other administrative personnel to generate and distribute annual meeting proxies, tabulation and recordation of election results for all associations.

18. Distribute orientation information provided by the Board to each new Board member. Organize and provide necessary materials for Board meetings, staff meetings and committee meetings.

19. Work closely with local realtors and administer and prepare property disclosure documents as requested by whole owners and their appointed realtor(s). Prepare and upkeep Hawaii Association of Realtors Standard Form RR105c and Property Disclosure Documents.

20. Provide board meeting information via OneDrive for board members and management.

21. Perform task/assignments as assigned by General Manager.

22. Order all envelopes, for daily use, for proxy mailings and for annual fee statement mailings.

23. Order all office supplies and other items as requested. Order and distribute staff birthday cards

24. Keep all blueprints in order.

25. Print documents as needed for Front Desk and Housekeeping.

26. Produce gift certificates as needed by the GM; produce and exchange with resorts for holiday party exchanges.

27. Order gifts for retiring board members as per the Presidents and also any the GM requires.

Preferred Job Knowledge and Qualifications:

Education requirement – High School Diploma, two-year college degree or equivalent experience. Good (corrected) vision and hearing necessary. Must possess excellent oral and written communications skills as well as public relations, telephone, problem-solving and organizational skills. Must be proficient in Microsoft Office applications, including Word, Excel, Publisher and Outlook. Must possess the ability to compile data for reporting and/or investigations and review/process written information. Must have internet research capabilities. Must be able to follow, read and give instructions effectively. Job requires reading, writing, walking, standing, sitting, climbing, balancing, reaching, stooping, kneeling, crouching, crawling, eye/hand/foot coordination, pushing or pulling up to 25 pounds, lifting or carrying up to 25 pounds. Must have the ability to work in a structured environment and meet deadlines. Also must show the ability to foster good working relationship with vendors. An ability to interact with front line employees as well as with senior managers is crucial. A high degree of professionalism and confidentiality is required. Other related industry designations, certificates, or course work is helpful.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Administrative Experience: 2 years (Preferred)

Work Location:

• One location

This Company Describes Its Culture as:

• Stable -- traditional, stable, strong processes
• People-oriented -- supportive and fairness-focused
• Team-oriented -- cooperative and collaborative

Company's website:

• cliffsatprinceville.com

Company's Facebook page:

• cliffsatprinceville.com

Benefit Conditions:

• Waiting period may apply

Work Remotely:

COVID-19 Precaution(s):

• Personal protective equipment provided or required
• Plastic shield at work stations
• Temperature screenings
• Social distancing guidelines in place
• Sanitizing, disinfecting, or cleaning procedures in place

* This article was originally published here