Administrative Assistant

KW Property Management & Consulting; Naples (FL); On-site; USD 21,000 - 32,000; Full time

Job summary

KW Property Management & Consulting is seeking an administrative assistant to support the management office’s daily operations in a Florida-based property management setting. The role requires bilingual English/Spanish communication, strong organization, and proficiency with MS Office.

The successful candidate will handle record keeping, data entry, mail and phone duties, calendar coordination, and coordination of meetings and events, with a focus on timely responses and accurate document

Qualifications

• Minimum 1 year experience in a related position.
• Working knowledge of MS Office Suite.
• Ability to multi-task and manage priorities.
• Bi-lingual English/Spanish is a plus.

Responsibilities

• Assist in the daily operation of the management office and administrative duties.
• Perform administrative assistant functions including record keeping, filing, mail distribution, data entry, and office supplies.
• Maintain and update account information in the computer database.
• Research owner discrepancies regarding payments to accounts.
• Coordinate and track important dates and meetings (turnover, annual, budget).
• Answer phones courteously and respond to messages promptly.
• Respond to emails within 24 hours.
• Handle mail pickup and distribution daily.
• Provide and maintain forms related to property operations; manage requests and information.
• Coordinate conference room events and participate in special projects.

Skills

Bi-lingual English/Spanish

Excellent communication

Multitasking

Education

High School

Some college

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.

Qualifications

Education

Required

High School

Preferred

Some college

Behaviors

Required

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

Preferred

Enthusiastic: Shows intense and eager enjoyment and interest

Motivations

Preferred

Peer Recognition: Inspired to perform well by the praise of coworkers

Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work

Goal Completion: Inspired to perform well by the completion of tasks

Self-Starter: Inspired to perform without outside help

Growth Opportunities: Inspired to perform well by the chance to take on more responsibility

Licenses & Certifications

Preferred

CAM

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.