Administrative Assistant

Pacific Rim Land, Inc. (PRL), a Goodfellow family company, is a private real estate investment, development, and management company founded in 1988. Our company is a fourth-generation, family-owned business, celebrating over 100 years in the industry! We have earned a reputation for professionalism and integrity that reflects our longstanding commitment to the individuals, business, and resources of the communities in which we live and work.

GBI has always maintained that our employees are our greatest asset, and we are now seeking to add to our team. We are in search of an Administrative Assistant to join our team in Maui, Hawaii.

Position Summary

The Administrative Assistant will support our Maui Office team members. You will provide administrative support to multiple project managers to ensure projects are being completed on schedule and budget. This requires a proactive attitude with strong communication skills, the ability to manage multiple tasks simultaneously, and a keen attention to detail.

Benefits

We offer full-time hourly non-exempt employees and their families, medical, dental, and vision coverage, plus wellness incentives and limited paid sick leave, if eligible.

Essential Functions

• Assist team members in day-to-day administrative tasks, including preparing project PowerPoints, written communications, scheduling meetings, managing calendars, preparing reports, processing invoices, and maintaining project documentation.
• Assist with property management functions, including coordinating landscapers, air condition maintenance, and various contractors.
• Manage real property tax payments and appeals.
• Coordinate with escrow and realtors on property closings and sales.
• Assist with concierge services for the family members, including vehicle registration and maintenance, and transportation services.
• Organize and maintain project files, including contracts, permits, plans, and other related documents. Ensure all documents are up-to-date and easily accessible.
• Act as a liaison between team members, internal teams, buyers, contractors, consultants, and external stakeholders. Handle inquiries, relay messages, and coordinate communications effectively.
• Schedule and coordinate meetings, including project meetings, and outreach presentations. Prepare agendas, take minutes, and distribute follow-up actions.
• Input project data into tracking systems and generate regular reports on project status, budgets, and other key metrics.
• Assist with preparing and managing project budgets, including tracking expenses, processing invoices and reimbursements, and maintaining financial records.
• Support the submission of permit applications and renewals and ensure compliance with local, state, and federal regulations.
• Perform general office duties.
• Arrange travel plans for team members, including booking flights, accommodations, and transportation.

Required Education, Experience, and Technical Knowledge

• High School Graduate or GED
• 2+ years of previous administrative experience is preferred
• Must have experience with MS Office Suite (Outlook, Excel, Word, and PowerPoint), Acrobat or Bluebeam, MS Project, Online Meeting Platforms
• Must have a valid driver's license and clean driver's abstract of record. Notary preferred.

We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.