1 day old

Trust Real Estate Office Administrator

Bank of Hawaii
Oahu, HI
  • Job Code

Trust Real Estate Office Administrator-1800197

Does this sound like you?

Are you ambitious?  Want to make a difference in people’s lives?  Do you thrive in an environment that leverages your abilities as a fast learner, good listener, and problem-solver?   If you love challenges, relish complexity, and have moxie, consider applying your unique talents with a Hawaii banking leader – Bank of Hawaii.  Here you can be at the forefront of whatever you do. Welcome to your tomorrow!


A day in your life as a Real Estate Office Administrator

Under the supervision of the Manager(s), this position is responsible for assisting with the daily management of the real estate assets in trust accounts.  If applicable or appropriate, assists in business unit’s compliance with applicable laws, regulations, regulatory requirements and Bank policies and procedures, including but not limited to those related to Fair Banking, Anti-Money Laundering laws and regulations, Bank Secrecy Act and USA PATRIOT Act.  In addition, this position is responsible for demonstrating the Excellence in Sales/Service (ESS) philosophy by participating in and practicing ESS disciplines and behaviors.

We’ll give you these important responsibilities…

  • Serves as liaison between clients, officers and other support units in researching/responding to requests for information. Responsible for the preparation and processing of various real estate documentation, including but not limited to, budgets, fact sheets, repair memos, real property set-ups and distributions, special service fees, asset change memos, automatic remittances, vendor data, insurance updates and monitoring and payment of real estate expenses.  Works directly with Trust Operations staff in processing and reporting of real estate receivables and payables.  Effectively coordinates and communicates to team to ensure requests are met on a timely and efficient basis.  Handles day-to-day account administration activities.
  • Assists the Real Estate Portfolio Managers (REPM) in handling real estate related activities including sales, leasing, rent renegotiations and repairs.  Works directly with escrow companies, attorneys, vendors, clients and lessees.  Provides support to the REPM in retention, growth and profitability of assigned accounts.
  • Reviews outside agent statements and invoices to ensure accuracy.  Tracks delinquencies and unusual expenditures.  Follows-up with outside agents on discrepancies.  Sends demand letters to delinquent lessees and follows up for collection.  Manages vendor contracts status.
  • Administrative duties for REPM including, but not limited to, opening and processing of daily mail, expediting important matters, and general support.  Assists with phone calls proficiently and professionally, prepares correspondence and mailings, copying, and prepares real estate documents and obtain signatures.  Coordinates meetings and appointments.  Orders and maintains business unit supplies; subscription and education/seminar registration and travel arrangements.  Assists Trust Real Estate Department Manager with various administrative tasks.
  • Assists other staff members in the department, including but not limited to, appraiser and document and title groups.  Responds to day-to-day inquiries from clients, lessees, property managers and staff from other departments.
  • Assists REPM in recognizing errors and issues, research and resolution of issues and follows through to client’s satisfaction and prevention of recurrence.  Evaluates, recommends and implements efficiencies to streamline administration processes and procedures within the unit. 
  • Works on special projects; performs notary duties; and performs all other miscellaneous responsibilities as assigned.



…if you come to us with these qualifications…


  • Bachelor’s degree from an accredited institution or equivalent work experience.



  • Minimum three (3) years of office experience in real estate, escrow, legal or trust/fiduciary businesses or equivalent work experience.
  • Familiarity with real estate business and standard accounting practices preferred.
  • Customer contact and servicing experience also preferred.


Technical Skills: 

  • Demonstrated proficiency and expertise with personal computers in a networked environment and Microsoft applications (Outlook, Word, Excel, Access and PowerPoint) or similar software. 
  • Knowledge of or ability to use Bank real estate and other software and systems.


Other Job Qualifications: 

  • Professional presence with inter-personal communication skills adaptable to varied situations and levels. 
  • Excellent verbal & written communication skills. 
  • Ability to work independently. 
  • Must be able to manage multiple tasks with prompt follow through, and manage conflict and multiple/changing priorities. 
  • Analytical with strong organizational skills.
  • Effective and efficient team player with excellent interpersonal skills, who can also resolve problems independently.
  • Should be able to analyze complex situations quickly and identify solutions and alternatives.
  • Must be able to work flexible hours including holidays, weekends and evenings as needed.


Bank of Hawaii

In 1897, Bank of Hawaii was the first chartered and incorporated bank in the Republic of Hawaii. We’ve been here from territorial days, growing and changing with Hawaii. Today, we are the largest independent bank in Hawaii – a result of knowing our business and community, and always staying ahead of change.  We are constantly finding creative ways to deliver leading edge financial services to our customers.  Now, we’re embracing change with our new 21st century banking.


It’s our people who help us succeed in offering first class service and products to our customers.  As a member of the Bank of Hawaii community, you will be among the very best in your profession in an environment that places a high value on integrity, innovation and teamwork.  People who are agile, savvy, forward-thinking and entrepreneurial can learn and grow with us.


All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of any legally protected classification including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or protected veteran status.  Bank of Hawaii takes affirmative action in support of its policy to advance in employment legally recognized individuals including minorities, women, protected veterans and individuals with disabilities.


Job Function Banking Sales/Services
Primary Location Hawaii-Oahu
Schedule Full-time
Job Posting Mar 13, 2018, 5:32:13 PM
Unposting Date Ongoing


  • Administrative / Clerical
  • Real Estate
  • Financial Services
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Trust Real Estate Office Administrator

Bank of Hawaii
Oahu, HI

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Bank of Hawaii
Oahu, hi

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