Administrative Assistant

KW PROPERTY MANAGEMENT AND CONSULTING; Florida; On-site; USD 32,000 - 48,000; Full time

Job summary

KW Property Management & Consulting is seeking an experienced Administrative Assistant to support the management office. The role includes record keeping, data entry, filing, mail distribution, and coordinating meetings in accordance with company procedures.

The candidate should be proficient with MS Office, able to multitask, and communicate well with a diverse, bilingual English/Spanish population. Schedule is Monday to Friday, 8:30am–5:00pm, with a focus on accuracy, timeliness, and

Qualifications

• Prior experience in an administrative/office support role.
• Proficiency with MS Office and data entry.
• Strong communication and organizational skills.
• Bilingual English/Spanish is a plus.

Responsibilities

• Assist in daily operation of the management office following Company procedures.
• Perform administrative duties: filing, record keeping, mail distribution, data entry, and office supplies.
• Maintain and coordinate account information in computer systems.
• Research owner discrepancies regarding payments to accounts.
• Coordinate important dates and meetings (turnover, annual, budget).
• Answer phones, route messages, and respond to emails within 24 hours.
• Coordinate mail pickup and dispatch (FedEx/UPS/USPS).
• Provide and maintain property-related forms and information.
• Coordinate conference room events and handle special projects.

Skills

Data entry

Record keeping

Multitasking

Communication

Bilingual EN/ES

Education

High school diploma or equivalent

Tools

MS Office

Job description

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.

Schedule: Monday - Friday. 8:30am - 5pm

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 physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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.
• Bi-lingual English/Spanish, a plus
• 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.

KW Property Management & Consulting is a drug-free workplace.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.