Property Management Administrator

We are seeking a detail-oriented and proactive Property Management Administrator to join our client in the Waikoloa area. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a passion for providing exceptional support in a fast-paced real estate environment. The Property Management Administrator (PMA) supports the Property Managers, and the internal team with various administrative tasks to ensure smooth operation of the commercial real estate portfolio. The ideal candidate will have at least one year of related real estate or property management experience and be familiar with Yardi and Adobe software's.

Interested in finding out more? Apply today!

Hours

Full-time, Monday-Friday 8:30am-5:30pm. Occasional evening and weekend hours, depending on event schedule/marketing needs

Location

Waikoloa, Big Island

Pay

$25 to $30 an hour

Responsibilities

• Draft Rights of Entry (ROE) and service agreements, obtain vendor documentation, and manage contract execution processes
• Monitor tenant insurance compliance using EBIX
• Respond to customer and tenant inquiries promptly and professionally
• Manage property management email communications and maintain distribution lists
• Update and maintain contact lists for vendors, tenants, and key community members
• Coordinate with corporate functions to address office and technical issues
• Manage community meeting room schedules and associated documentation
• Coordinate group meetings and conference calls
• Perform general administrative tasks as needed
• Support property managers in achieving strategic operational goals
• Track and manage annual inspection requirements for elevators and backflow systems
• Coordinate utility meter readings and maintain bill-back spreadsheets
• Assist in vendor management and property visitor coordination
• Address work orders and operational issues in a timely manner
• Process invoices and work with Accounts Payable to ensure accurate and timely payments
• Manage rent collection and manual billing processes
• Support tenant relations, including lease compliance and communication
• Assist with marketing initiatives and event coordination
• Provide administrative support for promotional programs and seasonal events

Qualifications

• Bachelor's Degree preferred
• At least 1 year of related experience in commercial real estate industry required
• Excellent organizational and time management skills
• Strong attention to detail and ability to multitask effectively
• Proficiency in MS Office suite (required) and Yardi (preferred)
• Experience with Adobe Acrobat and ability to quickly adapt to new software applications
• Outstanding written and verbal communication skills
• Ability to work independently and as part of a team
• Strong problem-solving skills and proactive approach to challenges
• Customer service-oriented mindset
• Flexibility to handle diverse tasks and changing priorities
• Valid driver's license required
• Pre-employment drug test and State & Federal background check required