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Administrative Assistant

EAH Housing


Location:
Honolulu, Hawaii 96813
Date:
04/17/2017
Job Type:
Employee
Job Status:
Full Time
Shift:
1st Shift
Categories:
  • Real Estate
  • Administrative / Clerical
EAH Housing
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Job Details

Position is for a full time (37.5 hrs/wk) Real Estate Development (RED) Administrative Assistant in the EAH Corporate Offices in Honolulu, Hawaii. The Administrative Assistant will be reporting to the Vice President of Hawaii. Qualified Candidate will be a self-starter able to work with limited supervision in a small office environment and be familiar with the administrative requirements of RED. Advanced skills in Microsoft Office and excel preferred. Salary is negotiable depending on experience.

COMPANY OVERVIEW

EAH Housing has been Developing, Managing and Promoting Affordable Housing since 1968. We have become one of the largest and most respected nonprofit housing development and management organizations in the western United States.

With a staff of over 450, EAH develops low-income housing, manages 102 properties in California and Hawaii, and plays a leadership role in local, regional and national housing advocacy efforts. At EAH, we put our core values into action on a daily basis. We recognize that training is a critical investment in the success of our employees and in the continued excellence of EAH. Please visit our website to learn more about our culture and read employee comments to learn more about what it would be like to work at EAH.

For immediate consideration, please apply to REQUISITION #: 17-0056 on our website at www.eahhousing.org/careers

POSITION OVERVIEW

Responsible for assisting the Hawaii Regional Development Office with filing and production matters pertaining to various projects and to the RED department in general. Under general supervision and acting on own initiative and direction, provides administrative support to relieve and assist project managers with production details and administrative duties.

RESPONSIBILITIES

Administrative

- Meets daily in person or by phone with supervisor to coordinate calendars, critical issues, workflow and ongoing tasks. Sets up and maintains tickler follow-up system in MS Outlook.

- Responsible for phone reception and general administrative issues for office. Returns calls and reviews voicemail as necessary. Typically serves as first point-of-contact for the office.

- Schedules appointments, meetings and conference calls, including calendaring, room reservation and preparation, refreshments, and cleanup necessary for meetings for office staff.

- Types/transcribes correspondence, minutes, memorandum, legal and other documents, from handwritten or typed materials, notes, or verbal instructions.

- Copies, files and/or distributes appropriate documents and other materials.

- Prepares reports, spreadsheets, charts/graphs, and presentations as requested.

- Takes responsibility when directed for overall coordination of materials in preparation for such reports or presentations. In some instances, responsible for database management.

- Sorts & distributes office mail to appropriate folders or staff; flags critical items for immediate review.

- Handles own In-Basket in timely manner

- Establishes and maintains RED electronic and paper files.

- Takes responsibility for maintenance & protection of important legal documents.

- As required, attends RED project meetings, various board meetings and records minutes.

- Maintains office supplies and orders as necessary; performs general housekeeping for office including tidiness of office, and plant care.

- Supports Real Estate Management department with projects as necessary.

- Applies knowledge of basic office practices, procedures and equipment (e.g. telephone, postage meter, computer, fax, copier, etc.).

- Runs other errands as requested. Real Estate Development

- Accurately sorts and codes following established filing system, including date stamps for RED project files.

- Retrieves files and/or specific materials upon request and with proper authorization.

- Monitors location and return of requested materials.

- Records and maintains system for archives and offsite file storage and retrieval.

- Destroys records in accordance with established schedule and legal requirements.

- Photocopies and distributes/mails financials and EAH marketing packages.

- Maintains file room.

- As needed, fills in for other RED administrative staff on breaks or during absence

- Maintains the office in a neat and presentable manner.

- Assembles applications to various funders, including HOME/CDBG, Hawaii Housing Finance & Development Corp (HHFDC), Hawaii Community Development Association (HCDA), HUD, County Affordable Housing Funds, etc. Maintains a working file of updated standard EAH documents and forms from other organizations used in applications.

- Attends and communicates in staff meetings and works with team.

- Conducts miscellaneous research on reporting tasks, funding source reporting schedules, application processing, etc.

- Maintains list of all Hawaii Business Registrations including renewal deadlines and assists with online renewals.

- Understands the process for obtaining Tax Clearances on EAH Hawaii entities and periodically checks that each entity is eligible for a Certificate of Good Standing.

QUALIFICATIONS

Must have high school diploma or equivalent. Two years of experience in the real estate development/property management field. Must have a valid Driver’s License. Advanced skills in Microsoft Office and Excel preferred.

BENEFITS

We offer a comprehensive benefits package that includes medical, dental, vision, disability and life insurance, as well as a 403(b) retirement plan with company match. We also offer a generous vacation accrual, holiday schedule and work schedule flexibility.

EAH Housing is an AA/EEO/Veterans/Disabled Employer. CA BRE #00853495 | HI RB-16985

Requirements

Must have high school diploma or equivalent. Two years of experience in the real estate development/property management field. Must have a valid Driver’s License. Advanced skills in Microsoft Office and Excel preferred.

EAH Housing has been Developing, Managing and Promoting Affordable Housing since 1968. We have become one of the largest and most respected nonprofit housing development and management organizations in the western United States. With a staff of over 405, EAH develops low-income housing, manages 102 properties in California and Hawaii, and plays a leadership role in local, regional and national housing advocacy efforts.

At EAH, we put our core values into action on a daily basis. We recognize that training is a critical investment in the success of our employees and in the continued excellence of EAH. Please visit our website to learn more about our culture and read employee comments to learn more about what it would be like to work at EAH.

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