Administrative Assistant

KW Property Management LLC; Estero (FL); On-site; USD 25,000 - 33,000; Full time

Job summary

KW Property Management LLC is seeking a energized Administrative Assistant to support the management office and client services. The role emphasizes professional image, timely communication, and accurate administrative tasks in a property management environment.

The ideal candidate will have at least 1 year of related experience, strong MS Office skills, and the ability to multitask in a fast-paced office. This is a full-time, on-site position with standard office hours and opportunities for

Qualifications

• Prior experience in a related position; minimum 1 year experience.
• Working knowledge of computers and MS Office Suite.
• Ability to multitask, set and manage priorities.
• Excellent communication and listening skills with diverse populations.
• Keyboarding ability with 45–50 WPM accuracy.
• Must function in a team-oriented environment.

Responsibilities

• Assist in the daily operation of the management office and administrative duties per Company procedures.
• Perform administrative tasks including record keeping, filing, mail collection/distribution, word processing and data entry.
• Maintain and coordinate account information in computer databases.
• Research owner payment discrepancies and resolve them.
• Coordinate and track important dates and meetings (turnover, annual, budget).
• Answer telephones properly; respond to messages promptly and courteously.
• Respond to emails within 24 hours.
• Handle mail (FedEx/UPS/USPS) daily.
• Provide and maintain property-related forms such as architectural approvals and maintenance requests.
• Coordinate conference room events and assist with special projects.

Skills

Communication

Multitasking

Time management

Teamwork

Detail oriented

Self-starter

Education

High School or better

Tools

MS Office Suite

Job description

As the key employee liaisons between the client and KWPM services & internal support staff, the Administrative Assistant must perform the job duties with a view toward projecting a professional and competent image: Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key. The position is fundamental to the administrative and operational functions of the Company/Property and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skill s.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in the daily operation of the management office and administrative duties following established Company procedures and guidelines.
• Perform administrative assistant functions including but not limited to: record keeping, filing, mail collection and distribution, word processing, data entry, maintain and replenish office supplies, and other essential needs as required.
• Maintain, update, type, and coordinate account information in computer database.
• Research any owner discrepancies regarding payment to accounts.
• Coordinate and track important dates and meetings, such as turnover, annual, and budget meetings.
• Ensure that the telephone is answered properly and messages are handled courteously, accurately, and responded to in a timely manner.
• Ensure that emails are responded to within 24 hours.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily.
• Provide and maintain: architectural approvals, maintenance requests, sale/lease information, as well as any other forms specific to the property that may be developed.
• Reservation & coordination of conference room events.
• Special projects as instructed.

Work Environment

This position will be located indoors and in an office setting.

Physical Demands

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

Position Type/Expected Hours of Work

This is a full-time non-exempt (hourly) position. Days and hours of work will be determine based on the business needs of the property. This schedule may change to accommodate the business needs of the property.

Required Education and Experience

• Prior experience in a related position; a minimum of 1-year experience.
• Working knowledge of computer and associated programs; MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in team organized environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Travel Required

Yes . Minimal to attend meetings and training off-site.

MS Office

Advanced

Team Player

Works well as a member of a group

Functional Expert

Considered a thought leader on a subject

Dedicated

Devoted to a task or purpose with loyalty or integrity

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Self-Starter

Inspired to perform without outside help

Growth Opportunities

Inspired to perform well by the chance to take on more responsibility

Education

High School or better.

Experience

1 year: Prior experience in a related position

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.