Administrative Assistant

KW PROPERTY MANAGEMENT AND CONSULTING; Miami Beach (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Drug-free workplace

Equal opportunity employer

Job summary

KW Property Management & Consulting in Miami, FL, seeks an organized Administrative Assistant to support daily office operations and property management workflows. You will handle records, filing, mail, data entry, and office supply management while coordinating meetings and communications with staff and tenants.

The role requires bilingual English/Spanish, strong communication, multitasking, and proficient Microsoft Office skills; accurate typing (45–50 wpm) and team collaboration are

Qualifications

• Prior experience in a related position; a minimum of 1 year is preferred.
• Working knowledge of MS Office Suite and data entry.
• Ability to multi-task and manage priorities in a team environment.
• Excellent communication and listening skills to interact with diverse populations.
• Keyboarding ability with accuracy at 45–50 words per minute.

Responsibilities

• Assist in the daily operation of the management office and administrative duties following established Company procedures and guidelines.
• Perform administrative assistant functions including record keeping, filing, mail collection and distribution, word processing, data entry, maintain and replenish office supplies.
• Maintain, update, type, and coordinate account information in computer database.
• Research owner discrepancies regarding payments to accounts.
• Coordinate and track important dates and meetings such as turnover, annual, and budget meetings.
• Ensure telephone calls are answered properly and messages handled courteously and timely.
• Ensure emails are responded to within 24 hours.
• Ensure mail (FedEx, UPS, USPS) is picked up daily.
• Provide and maintain: architectural approvals, maintenance requests, sale/lease information, and other forms.
• Reservation & coordination of conference room events.
• Special projects as instructed.

Skills

Bi-lingual English/Spanish

Multi-tasking

Strong communication

Typing 45-50 wpm

Teamwork

Organizational skills

Tools

MS Office Suite

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.

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.