Property Administrative Assistant

This role assists with the daily administrative needs of a commercial property management team, including tenant communication, vendor coordination, billing, and recordkeeping. The ideal candidate will be organized, dependable, detail-focused, and experienced in handling multiple administrative tasks while providing professional support to tenants and internal teams.

Hours

Full-time, Monday-Friday, 8:00am-5:00pm

Location

Kapolei, Oahu

Pay

$60,000 to $65,000 a year

Responsibilities

• Coordinate day-to-day administrative support for the commercial property management team.
• Serve as a professional contact for tenants, vendors, contractors, and visitors.
• Enter and process invoices while ensuring expenses are assigned to the appropriate properties.
• Schedule meetings, manage calendars, and arrange conference rooms for internal teams.
• Monitor tenant requests, work orders, and service needs through completion.
• Assist with lease documentation, important date tracking, tenant records, and file retrieval.
• Coordinate vendor scheduling, building access, contractor requirements, and maintenance activities.
• Prepare correspondence, reports, presentations, notices, and other property-related documents.
• Help maintain financial records, expense reports, billing information, and month-end reporting materials.
• Keep property files, compliance records, insurance documentation, building information, and operational records organized and up to date.

Qualifications

• At least 3 years of experience in an administrative, property management, or related support position.
• Commercial real estate experience is highly preferred.
• High school diploma or equivalent required; college coursework or a degree in business, accounting, or a related area is a plus.
• Strong working knowledge of Microsoft Office, particularly Excel.
• Familiarity with property management or accounting systems such as MRI, Yardi, AVID, or Corrigo is beneficial.
• Understanding of basic accounting procedures, billing, and financial documentation.
• Comfortable working independently while also collaborating with property management and other internal teams.
• Must be able to maintain confidential information, use sound judgment, and occasionally travel to commercial properties with a valid driver’s license.