Account Executive

The Account Executive (AE) is responsible for the overall management and administration of assigned community associations. Serving as the primary advisor and liaison to the Board of Directors, the AE provides professional guidance, proactive leadership, and effective solutions to support the Association’s governance, financial health, property operations, and long-term objectives. The AE ensures compliance with governing documents, applicable Hawaii laws, Association policies, and service standards while fostering strong relationships built on trust, transparency, accountability, and exceptional service.

Core Responsibilities

• Serve as the primary contact and trusted advisor to Boards of Directors, owners, legal counsel, vendors, insurance representatives, accountants, auditors, reserve analysts, and on-site staff.
• Develop strong working relationships and consistent communication.
• Identify client concerns and proactively recommend solutions.
• Support long-term client retention.

Board Meetings & Governance Support

• Prepare Board meeting agendas, management reports, executive session materials, and follow-up action items.
• Ensure meeting materials are accurate, complete, and distributed within required timelines.
• Attend and facilitate Board meetings, Annual Meetings, special meetings, and owner informational meetings.
• Provide professional meeting support while maintaining neutrality and encouraging effective Board governance.
• Maintain accurate records of Board directives, resolutions, and action items.
• Track follow-up items and provide status updates until completion.
• Coordinate annual owners’ meetings and elections utilizing approved electronic voting platforms, including Election Buddy and other Association-approved systems. Manage meeting materials, electronic communications, voting records, and required documentation to support an efficient and compliant election process.

Financial Responsibilities

• Manage the annual operating budget and reserve funding plan by working closely with the accountant, reserve specialist, and Board.
• Review historical invoices, expense averages, contracts, and operational trends to prepare a draft budget for Board review.
• Review monthly financial statements for accuracy and completeness, analyze financial trends and budget variances, and provide recommendations to the Board regarding financial performance, corrective actions, and areas requiring attention.
• Monitor the delinquency and collection process to ensure proper procedures are followed.
• Collaborate with accounting staff as a team to ensure accurate and timely billing, assessments, reconciliations, financial reporting, and resolution of financial matters.
• Assist Boards with long-term financial planning, reserve funding strategies, and capital improvement planning.

Property Operations

• Conduct regular site visits and provide written recommendations/reports.
• Coordinate maintenance contracts, capital improvement projects, reserve projects, and emergency repairs.
• Develop competitive bid specifications and evaluate vendor proposals.
• Review vendor qualifications, insurance requirements, and contract documentation.
• Support the Board through the vendor selection process by coordinating bids, reviewing proposals, and providing guidance as needed.
• Work collaboratively with on-site management to ensure project progress and address concerns.

Risk Management, Insurance & Compliance

• Advise Boards regarding governing documents, Association policies, and applicable Hawaii statutes, including HRS Chapter 514B.
• Coordinate with insurance brokers, underwriters, and representatives regarding Association insurance requirements, renewals, and claims.
• Coordinate with legal counsel regarding covenant enforcement, disputes, collections, litigation, and document interpretation.
• Maintain confidentiality of executive session discussions, legal communications, and privileged information.

Records Management

• Maintain organized and accurate Association records, including Board minutes, resolutions, contracts, legal correspondence, financial documentation, and project records.
• Ensure records are maintained in accordance with procedures and applicable legal requirements.
• Maintain documentation of Board decisions, approvals, and management actions.

Leadership Expectations

• Respond to owner, Board, vendor, and stakeholder communications in a timely, professional manner while providing accurate information and support in accordance with company service standards.
• Provide timely, professional, and solution-oriented responses while escalating urgent matters appropriately.
• Promote teamwork, accountability, and consistency in service delivery.
• Demonstrate sound judgment, initiative, ownership, and accountability.
• Anticipate challenges, provide solutions, and proactively manage Association priorities, communication, and service expectations.

Decision Making Authority

• Execute Board-approved decisions and management responsibilities within established authority.
• Provide recommendations to Boards regarding operational, financial, compliance, and risk management matters.
• Escalate matters requiring Board direction, legal review, or executive approval.

Physical & Work Requirements

• Frequent travel between managed properties.
• Ability to attend evening Board meetings and occasional weekend meetings.
• Ability to walk property, climb stairs, inspect common areas, and respond to emergency situations.

Minimum Qualifications

• High school diploma or equivalent required; college degree preferred or equivalent combination of education and community association/property management experience.
• Strong written and verbal communication skills, with the ability to communicate effectively.
• Strong organizational skills with the ability to manage multiple associations, deadlines, projects, and competing priorities.
• Proficient with Microsoft 365, Outlook, Word, Excel, Teams, property management software, electronic voting platforms, and other technology systems used for Association operations and communication.
• Valid driver's license and reliable transportation.

Preferred Qualifications

• 3 plus years of community association, condominium, HOA, or property management experience.
• Experience managing condominiums, HOA, or community associations.
• Knowledge of Hawaii condominium law and association governance.
• Experience working with Boards of Directors, legal counsel, insurance representatives, and vendors.
• Experience with budgets, reserve planning, capital improvement projects, and financial reporting.

Performance Standards

The Account Executive is evaluated on professionalism, client satisfaction, responsiveness, financial stewardship, project execution, legal compliance, teamwork, communication, and leadership.

The position requires proactive management, sound judgment, and the ability to anticipate Association needs while providing effective solutions.

Pay: $60,000.00 - $65,000.00 per year

Work Location: In person