Administrative Assistant

KW Property Management & Consulting; Naples (FL); On-site; USD 25,000 - 33,000; Full time

Job summary

KW Property Management & Consulting is seeking an Administrative Assistant to support the management office and client services. The role emphasizes a professional image, timely responses, strong organization, and attention to detail in a busy property management environment.

Responsibilities include records filing, data entry, correspondence handling, coordinating meetings, managing office supplies, and assisting with events and special projects.

Qualifications

• Prior experience in a related position preferred, 1 year minimum.
• MS Office proficiency and attention to detail required.
• Ability to multi-task and prioritize in a team environment.

Responsibilities

• Assist daily operation of the management office following established procedures.
• Record keeping, filing, mail distribution, data entry, and office supplies.
• Maintain and coordinate account information in computer database.
• Coordinate and track important dates and meetings.
• Answer telephone properly and respond to emails within 24 hours.
• Provide and maintain property service requests and calendar.
• Coordinate conference room events and resort special events.
• Assist management team to ensure compliance with governing documents.

Skills

Excellent communication

Multi-tasking

Keyboarding 45-50 wpm

Team player

Detail oriented

Self-starter

Time management

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 skills.

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.
• Provide and maintain property service requests and the community website calendar, as well as any other forms specific to the property that may be developed.
• Reservation & coordination of conference room events.
• Help coordinate association activities with the events committee and work with them to plan and implement these activities during season.
• Work in coordination with the events committee to assist in the planning and implementation of the resort special events.
• Assist the management team in ensuring that the property remains in compliance with the governing documents of the Association.
• Special projects as instructed.

Work Environment
This position will be located indoors and in an office setting. Some outdoor work may be required.

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.
• 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

Education

High School or better.

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.