The Maui Landlord's Annual Admin Checklist: What to Track, File, and Follow Up On

Managing a rental property in Maui from the mainland means staying organized year-round, not just when something breaks. Off-island owners often discover at tax time — or after a maintenance crisis — that their records don't reflect reality. Leases they can't find, vendor invoices scattered across email threads, AOAO notices they forgot to forward.

This checklist is designed for small-portfolio Maui landlords (1–20 units) who want to stay on top of their property's administrative needs without flying over for every issue.

Q1: January – March

**Documentation review**

• Confirm all current leases are signed, dated, and accessible
• Verify tenant contact information is current (phone, email, emergency contact)
• Review any AOAO governing documents for rule updates or assessment changes
• Confirm your property insurance policy is current and covers rental use

**Tax preparation**

• Compile rental income documentation for the prior year
• Gather all vendor invoices, repair receipts, and maintenance records
• Confirm your Hawaii GET (General Excise Tax) license is current (License G-number)
• Verify quarterly GET filings were submitted — Form G-45 due Jan 20, Apr 20, Jul 20, Oct 20
• If you have a short-term rental (STR), confirm TAT (Transient Accommodations Tax) filings are current
• Pull together any AOAO special assessment documentation

**Vendor relationships**

• Confirm your primary maintenance contact is still available and responsive
• Follow up on any repairs from Q4 that may still be open
• Check in with landscaping or cleaning vendors about schedule and pricing for the new year

Q2: April – June

**Lease management**

• Identify any leases expiring in Q3/Q4 — begin renewal conversations early (60–90 days out is standard)
• Review lease terms against current Maui rental market rates if you plan to adjust
• Confirm that any lease amendments from the prior year are documented in writing

**Compliance check**

• If you have an STR, confirm your Maui County STR permit is current — permits must be renewed annually
• Review AOAO communications for any upcoming votes, assessments, or rule changes
• Confirm smoke detector, CO detector, and fire extinguisher status (annual inspection recommended)

**Vendor coordination**

• Schedule any seasonal maintenance before summer tourism peak (June–August)
• Confirm AC service or inspection if applicable — Maui summers are humid
• Check roof, gutters, and exterior drainage before heavy rain season

Q3: July – September

**Mid-year records review**

• Reconcile rental income against expected amounts — flag any discrepancies
• Confirm all Q2 vendor invoices are filed and paid
• Review any tenant communications or maintenance requests from the prior 6 months — are all items resolved?

**Lease renewal season**

• For leases expiring in October–December, initiate renewal conversations now
• Draft renewal letters or addenda — document any rent adjustments in writing before the new term begins
• If a tenant is not renewing, begin coordinating unit turnover timeline

**AOAO tracking**

• Attend (or review minutes from) any annual AOAO meeting
• File any AOAO correspondence — meeting minutes, assessment notices, rule enforcement letters
• Confirm any open AOAO items (maintenance, violations, fees) are resolved or being tracked

Q4: October – December

**Year-end records preparation**

• Begin compiling Q4 income and expense records for tax preparation
• Confirm all vendor invoices for the year are collected and filed
• Review and update your emergency contact list for the property (vendors, AOAO contacts, tenant emergency contacts)

**Insurance and registration**

• Confirm property insurance renewal is scheduled or completed
• Review coverage limits — Maui property values have increased; make sure coverage reflects current replacement cost
• If you have an LLC or trust holding the property, confirm state registration is current

**Planning ahead**

• Identify any deferred maintenance that should be addressed before year-end
• If you're considering adding an ADU or modifying the property, Q4 is a good time to gather contractor bids
• Review your support structure — is your current vendor network meeting your needs?

What This Looks Like With Admin Support

For most off-island landlords, the challenge isn't knowing what to do — it's execution from a distance.

Administrative support doesn't replace your judgment as the property owner. What it does is make sure the coordination actually happens: vendor follow-up, AOAO correspondence relayed to you, lease documentation organized and accessible, maintenance records kept in a format that's useful at tax time.

Here's what admin support covers across this checklist:

• Documentation organization — lease files, vendor records, AOAO notices, compliance paperwork
• Vendor coordination — scheduling seasonal maintenance, following up on open items, getting quotes
• Tenant communication relay — routing maintenance requests, confirming receipt, updating you on status
• AOAO coordination — tracking meeting schedules, forwarding relevant communications, flagging action items
• Record-keeping for GET/TAT — organizing income and expense documentation so your CPA has what they need

What admin support does not include: legal notices, rent collection, lease enforcement, or any activity requiring a Hawaii real estate license under HRS §467-1. Those functions belong to a licensed property manager or attorney.

A Note on Small Portfolios

This checklist is designed for owners with 1–20 units in Maui. At that scale, full-service property management is often more than you need — especially if you have stable, long-term tenants and a basic vendor network already in place.

What many small-portfolio landlords actually need is reliable coordination and organized records, not a management company taking 10–12% of gross rent plus fees.

If you're managing a few units in Maui from the mainland and finding that the admin side is taking more time than the ownership should, that's the signal. The gap isn't your property — it's the coordination layer.

Ready to Get Organized?

Managed Aloha provides administrative support for property owners in Maui — documentation, vendor coordination, AOAO relay, and the kind of organized follow-through that keeps a small portfolio running without a full management company.

If you're an off-island landlord who wants better records and less coordination stress, the intake form is the right place to start.